Deputy Clerk

DESCRIPTION OF WORK

General Statement of Duties: Performs office work involving administrative assistance, billing, bank deposits, licensing and related duties as assigned.

Supervision Received: Works under the supervision of the City Clerk-Treasurer.

TYPICAL DUTIES PERFORMED

The listed examples may not include all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class.

• Respond to concerns, complaints and questions from the public; resolve issues as appropriate or refer to the appropriate individual.

• Cover the front desk answering phone calls, taking utility payments, searching records and files for information, issuing various licenses, and processing fees and payments.

• Coordinate with City Inspector to schedule all rental unit inspections; bill for and collect all fees, schedule re-inspections, and issue City Rental License.

• Process and record receipts; prepare bank deposits, assist in entering A/R & A/P; mail bills and checks.

• Maintain policy handbook and ordinance book.

• Assist in preparations for City elections and serve as a head election judge.

• Upload and enter meter readings check reports for accuracy and generate monthly utility bills for water, sewer and garbage.

• Maintain utility customer accounts.

• Process utility payments; apply payments to appropriate customer accounts.

• Add penalty charges to delinquent utility accounts; generate disconnect notices in compliance with the State law. Work with the Public Works Department and collection agency to collect delinquent accounts.

• All miscellaneous accounts receivable billing.

• Correspond with Credit Bureau as necessary.

• Maintain records on dog licenses, assists with vaccination clinic and ensures compliance with City ordinances; sends warning letters for animals at large or unlicensed pets per request of Police Chief.

• Transcribe witness statements for Police Chief.

• Maintain and provide various City applications.

• Purchase office supplies for all departments, as requested.

• Schedule use of City Park and Community Center facilities.

• Assist with year-end audit preparation.

• Assist writing letters, advertising, etc.

• Types, edits, faxes, files, prepare a variety of forms, letters and reports, and make copies.

• Assists in calculating hours for payroll.

• Maintain Records Retention for current and existing files.

• Assist with community festival planning and execution.

• Have and maintain notary certification for City documents and customer requests.

• Clean City Hall and Community Center facilities.

• Pick up and drop off mail at the post office.

• Write and distribute quarterly City newsletter.

• Maintain work comp and miscellaneous fire spreadsheets with info received from department heads.

• Post newsletter, council agendas and minutes on City website. And all content and maintain city website.

• Balance and maintain cash drawer and petty cash.

• Take payments and track charges and interest due for all city ordinance citations.

• Assist City Clerk with City Council agenda preparations and present and take notes when/if the city clerk is absent.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to work and maintain a full-time schedule, including evening meetings of the city council when necessary.

• Considerable ability to prioritize work; follow oral and written instructions; work independently with minimal directions; and meet deadlines.

• Considerable ability to communicate effectively and tactfully with other City staff and customers.

• Considerable ability to regularly sit for long periods of time.

• Considerable ability to account for and handle money.

• Considerable ability to use fine motor skills and manual dexterity to type and write.

• Considerable ability to hear and speak when conversing in person or by phone.

• Working knowledge of City operations, ordinances, standards, and generally accepted practices related to record keeping.

• Working knowledge of billing practices.

• Working knowledge of laws, rules, regulations, and procedures and forms applicable to City government.

• Working knowledge of the standards and methods of customer account maintenance using an automated system.

• Working knowledge of election procedures and requirements.

• Working knowledge of City services, operations and procedures.

• Working ability to type and enter information into an automated system with speed and accuracy.

• Working ability to learn a variety of rules, regulations, and procedures and be able to adapt to frequently changing requirements.

• Working ability to compile and report data and maintain records.

• Working ability to operate a telephone.

• Working ability to bend and lift boxes weighing up to 30-40 pounds.

• Working ability to twist, turn, push, pull and stoop on occasion.

MINIMUM QUALIFICATIONS

• One year of office experience including typing, filing, answering phone, handling cash, and dealing with the public.

• Proficient in Microsoft office suite, with a focus on Excel and Word applications.

• Have or be able to obtain and maintain notary public commission

• High school diploma/GED

• A valid driver's license.

Job Type: Full-time

Pay: $23.01 - $29.14 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid jury duty
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Audubon, MN 56511 (Required)

Ability to Relocate:

• Audubon, MN 56511: Relocate before starting work (Required)

Work Location: In person

Salary : $23 - $29