City Administrator/Clerk

City Administrator/City Clerk Job Duties

Position Pay: Non-Exempt or Exempt Range: $50,000 - $75,000 annually DOQ on qualifications

Position Reports To: Mayor and City Council.

Supervisory Responsibilities: Maintain Office and all records, Supervise staff, interns and temporary personnel as applicable per the Mayor.

Qualifications:

• Education – Must be an Iowa certified municipal city clerk or able to become certified within 3 years. Plus preferred: a Bachelor’s degree
• Experience – 3-5 years of City office experience required. Degree course work or experience in accounting required.
• Special abilities - Must be able to type at least 40 WPM, operate a calculator efficiently and Microsoft Office on a computer. Must have excellent organizational skills, be a self-starter and have good communication skills to interact with patrons and City officials. Must be bondable and comfortable handling cash and checks. Must have above accuracy in financial and verbal record keeping. A working knowledge of current windows based software (publisher, PowerPoint, Word, Excel, One Note, etc.) is required as well as accounting software knowledge.
• Physical requirements – Must be able to occasionally lift objects weighting up to 30 lbs and carry them up to 5 feet unassisted. Must be able to sit and listen for prolonged periods.
• Mental Requirements – Must have the ability to concentrate on tasks within environment of interruptions and produce extreme accuracy and attention to detail. This is a position with high stress levels based on customer demands, time pressures, accuracy requirements, and problem solving skills necessary. Must be able to work hours necessary to meet deadlines, meetings and commitments. Must understand and follow all employee conduct policies. Must be able to understand and properly follow directions from supervisors.

Position Responsibilities:

Administrative Assistant to Mayor and Council: Responsible for information distribution, publish all notices in a timely manner, affix city seal when necessary, record documents as required by law, notary public, bids and public contracts, prepares ordinances and resolutions for approval by council and city attorney.

Financial Manager: Responsible for official bond records, prepares city budget and any amendments thereto, prepares annual and monthly reports as required by state law or regulation, administrator of grants, supervises the renting and maintenance of community center, ambulance collection over site, contract and insurance(s) premium review. Has the ability to recommend and make decisions to Council for clear understanding and approval as necessary.

Communication: Communicates with Mayor and Council as needed. Supply information as requested and keep informed of necessary situations. Customer Service is critical and should be addressed timely

Council Meetings: Prepare Council Packets – Attend Council meetings, work sessions and other special sessions as requested and keep minutes. Publish meeting minutes and expenditure report within 15 days after council meeting in accordance with Iowa Code, Section 372.13 (6).

Seminars, Training, Conferences: Attend as necessary to provide current or proposed standards that may affect future development of Hudson at the discretion of the City Council or Mayor.

Cross Training: Assures that the office staff is cross trained in all aspects of the City Clerk’s duties and functions such that the staff (someone agreed to by Council or Mayor) can step in during any absence and perform all functions in order that the City will continue with all business aspects.

Projects: Assures all paperwork is properly filed, all public notices are filed, all bills are properly tracked, and appropriate payouts are accomplished in a timely manner. Coordinates all needs associated with project loans.

Building permits: Process all paperwork with accuracy to ensure it is correct, forwarding the information to the Zoning Administrator and or the Building Inspector for review and action. Provide accurate permit information to Council for approval as deemed required by Zoning Administrator, Building Inspector, or Committee.

Payroll: Oversee the processing of all monthly, quarterly, and year-end Payroll Reports – Treasurer State of Iowa With holding, IPERS reports, and Federal Reserve deposits. Print annual salaries in the newspaper. Prepare payroll reports showing all overtime worked by staff as requested by Mayor and Council on a monthly basis. Process new hires and former employee’s paperwork

Sales tax: Oversee the processing and pay all sales tax monthly. Process all monthly, quarterly, and yearly sales tax reports.

Accounts Payable: Approve all invoices with appropriate GL line codes; oversee the vendor payments, Sales tax exemption status with vendors. Validate all checks are issued and processed monthly, quarterly, and yearly payments.

Accounts Receivable: Assist office staff with the processing of all receipts, electronic and paper. Process the monthly, quarterly, and year-end reports timely.

Budget: Prepare and process the budget. Work with Mayor, Council, state and County auditors. Prepare monthly budget status reports, according to Ordinances 7.08 and 19.03(7), on all line items, including TIF for review by the Mayor and Council. Works with staff member to create a cross check of all budget items toward fiscal responsibility.

Obligation Debt Report, Street Financial Report (RUT), Annual Report, TIF Debt Report and TIF Increment Financing Report: Prepare all reports and submit to the state and County Auditor each year in accordance with the Iowa Code ensuring Council and Mayor review and approve all reports before release through Resolution.

Yearly Audit: Work with Independent and State auditors when audit is performed and throughout the year as needed. Provide Council and Mayor with reports and confirmation of the audit completed and any findings regarding the audit.

Record Retention – Ability to manage open records and knowledge of maintaining records as defined by Iowa Code and City Ordinances

DATA Technologies – Software Company: Work with to ensure software is working correctly and the most current software is utilized. Export monthly reports from Summit into excel for budget report status for Mayor and Council.

Monthly Balancing: Process all monthly procedures to balance computer to the bank records and cash equals trial balance. Provide Council with cash reconciliation of reserves, project expenditures pending and balance of funds not earmarked for expenditure.

Meetings: Schedule meetings with boards, committees, keep track of minutes, and produce appropriate reports as deemed necessary by the council and mayor

Rentals, Reservations, and Fees: Track rentals/reservations and fees.

Cigarette Permits and Liquor License: Process all cigarette permits/liquor licenses for approval timely with the State, business and Council.

Personnel Files: Maintain confidential filing system on all employees. Maintain appropriate personnel records for each employee. Maintain medical records and drug testing information separate of employee personnel files.

Police Department: Process/forward phone calls making sensible decision of where call goes, voice mail, calling officer on duty or sending to dispatch. Assist as requested by the Police Chief to process hiring paperwork, assist with academy paperwork, and forward complaints.

Evaluations: Perform annual evaluations of all employees under direct supervision and present evaluation to Mayor and or personnel committee for review.

Notary Public: Apply to state to be a Notary Public and maintain status.

Miscellaneous: Maintain a good working relationship with City Attorney, Iowa League of Cities, Software and hardware vendors, State Auditor, County Auditor, etc. Process bad checks, NSF letters, and follow up to ensure payment is received. Maintain Water Meter System keeping residents or businesses informed of potential leaks as soon as possible. Order supplies as needed. Take care of complaints and daily problems while keeping the public happy. If necessary, pass problems and complaints to the appropriate person or committee. Other duties as defined in City Ordinances or Iowa Code.

Handling other duties/responsibilities as assigned by the Mayor or required by Iowa Code.

KNOWLEDGE AND SKILL SETS

• Reading, writing and math
• OSHA rules and regulations
• Basic computer and office equipment
• Technical Knowledge
• Legal and Zoning Documents

ENTRY LEVEL REQUIREMENTS

• High School Diploma or General Equivalency Diploma (G.E.D.)
• Bachelor of Arts/Science Degree preferred
• Three (3) year of experience as municipal city clerk in community of similar size and services offered, preferred.

PHYSCIAL REQUIREMENTS

• Typically require: climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, driving, pulling, lifting, grasping, feeling, hearing, and seeing.
• May be subjected to moving mechanical parts, vibrations, inadequate lighting, work space restrictions, and intense noise,
• Light Work: exerting up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

ENVIRONMENTAL CONDITIONS

• Subjected to varying work indoors with minimal outside work

DISCLAIMER

• Employees in this job class will be expected to perform other job related duties when it can be reasonably implied that such duties do not fundamentally change the basic requirements, purpose or intent of the position.

The City of Lake City is an EOE Employer. This posting will remain open until filled.

Job Type: Full-time

Pay: $50,000.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Lake City, IA 51449 (Required)

Ability to Relocate:

• Lake City, IA 51449: Relocate before starting work (Required)

Work Location: In person

Salary : $50,000 - $75,000