City Clerk

GENERAL PURPOSE OF POSITION:

Maintains official records, provides administrative support to the City Council, and oversees operations of utilities and finance.

JOB CONTEXT:

The City Clerk is a part-time, permanent position in the City Hall. The immediate supervisors to this position are the Mayor and the City Council Board. . The City Clerk is responsible for the monetary, fiscal, budgetary, safety, and legal issues for the City of Dixon.

MAJOR DUTIES AND RESPONSIBILITIES:

• Ensures proper notice is posted, including the agenda, for all City Council meetings
• Maintains city official records, takes minutes at council meetings (including closed sessions) and ensures chambers are properly set up
• Tracks and logs ordinances and resolutions
• Keeper of the city seal
• Provides administrative support to Council and the Mayor
• Performs research at council request
• Prepares proclamations
• Assists with constituent complaints; especially utilities (water and sewer usage)
• Provides all needed support and guidance to constituents
• Prepares city budget with input from department heads for final approval by Council
• Ensures that all transactions are recorded in the City’s accounting system
• Files all federal and state payroll tax reports (941, W-2’s, W-3’s, unemployment)
• Files quarterly sales and use tax
• Coordinates annual fiscal year-end audit
• Ensures bond payments, interest and principal are made in a timely manner
• Reviews and approves bi-weekly payroll, signs checks, verifies direct deposits
• Reviews vendor payments and signs checks
• Advises the Mayor of current city-related issues
• Provides monthly and year-end financial statements and bank reconciliations
• Knowledge of the city’s waterworks and wastewater sewage DNR permits and any current violations or issues i.e., EPA or DNR
• Works with outside engineering firm(s) on WWTP and water projects
• Reports to the DNR monthly grant expenditures (APRA Grant) for reimbursement
• City’s liaison with bank
• Other duties as needed

EDUCATION AND EXPERIENCE:

High School or equivalent (Required)

4-year degree in Business Administration, Finance or Accounting (Preferred)

At least 3 years of experience (Recommended)

Prior municipal government experience (Preferred)

LICENSES AND CERTIFICATIONS:

Proof of Documentation for e-Verify (Required)

Valid Driver’s License (Required)

Ability to be bonded (Required)

KNOWLEDGE, SKILLS, AND ABILITIES:

· Knowledge of:

• General functions and operations of municipal government
• Laws concerning preparation for elections and voting
• Budget management
• Federal and state regulations and standards concerning payroll, payroll taxes, employee insurance, workers compensation, liability and accounting practices of municipalities
• City ordinances and state statutes
• Basic labor law principles and applications
• Rules and regulations concerning employees
• G-Works/Simple City is preferred

· Skills and Abilities:

• Communication and public relations
• Computer operations and applications, including Microsoft Office
• Federal and state statutes concerning the work of the department
• Perform basic accounting, using a 10-key adding machine or calculator
• Exercise secretarial and organizational skills
• Perform accurate typing and data entry
• Prepare and present effectively, oral and written informative material relating to the activities of the department
• Detail-oriented, maintain confidentiality and professionalism
• Use various pieces of office equipment; including typewriters, photocopiers, and multi-line telephone systems
• Communicate effectively with other city employees, both oral and written
• Work autonomously when necessary or in groups
• Ability to multitask with frequent interruptions
• Follow departmental and city policies and procedures

Job Type: Part-time

Pay: $18.00 - $21.00 per hour

Schedule:

• 4 hour shift
• Monday to Friday

Work Location: In person

Salary : $18 - $21