(A) The Town Clerk/Treasurer, as an officer of the town, shall attend all meetings of the Town Board of Trustees and keep a journal of the proceedings of said Town Board.
(B) The Town Clerk/Treasurer shall have custody of all documents, records, and archives of the municipality, as well as be custodian of the municipal seal.
(C) The Town Clerk/Treasurer shall attest and affix said seal to documents as required by law or ordinance, and shall see that all ordinances passed are kept on file in the office of the Town Clerk/Treasurer.
(D) The Town Clerk/Treasurer shall so keep all accounts as to show where and from what sources all moneys paid have been derived, and to whom and when such moneys or any part thereof have been paid. All books, accounts, and vouchers shall at all times be subject to the examination of the Town Board of Trustees.
(E) The Town Clerk/Treasurer shall maintain a general accounting system for the municipal government.
(Prior Code, Ch. 1, Art. 1, § 3)
(F) (1) As permitted by 11 O.S. § 10-117(5), the person who serves as Town Clerk/Treasurer may also perform additional administrative duties not specified by state law as an employee of the Town. Said additional duties shall be performed by the person serving as the Town Clerk/Treasurer or as otherwise provided by motion or other action of the Board. The person serving as Town Clerk/Treasurer shall perform the following additional duties on behalf of the town:
(a) Oversee/manage office operations;
(b) Cross-train in all admin positions to fill in for office employee as needed;
(c) Admin duties (open/read/distribute mail, send emails, create files, send faxes, and/or work with IT or outside vendors as needed);
(d) Create annual calendar;
(e) Create purchase order;
(f) Receives invoices and pays bills;
(g) Website coordinator;
(h) Insurance coordinator;
(i) Authority of credit card usage/bank records;
(j) Order office supplies (or shop for other supplies) as needed;
(k) Update Quickbooks with new employee info;
(l) Payroll duties;
(m) Create/post agenda; and
(n) Work with grants to include researching, accepting, and submitting grant information.
(2) The Mayor may assign duties in addition to those above to the extent such additional duties comply with 11 O.S. § 10-117(5), but any change in compensation must be approved by the Board. The Town Clerk/Treasurer shall be compensated as a part-time, hourly employee for performing these extra duties on behalf of the town at the rate of $17/hour not to exceed 64 compensated hours during any bi-weekly pay period. The pay period for performing administrative duties shall be the same as for other municipal employees. The wages for performing the additional administrative duties shall not be subject to constitutional restrictions. The town and the West Siloam Springs Municipal Authority are equally responsible for paying the compensation authorized by this section. Compensation for each bi-weekly pay period shall be calculated based upon the time records submitted by the Town Clerk/Treasurer to the Town Clerk/Treasurer’s supervisor. Upon determining total compensation owed for each bi-weekly pay period, the town and the West Siloam Springs Municipal Authority shall each issue a paycheck to the Town Clerk/Treasurer for one-half of the total compensation owed for that pay period.
(Ord. 2023-07-01, passed 7-17-2023)