City Clerk

Position Summary:

Under the administrative supervision of the City Administrator, the City Clerk is an exempt position that performs responsible administrative and financial duties. The City Clerk serves by appointment of the Mayor with the consent of the City Council, said appointment usually occurring at the first regular meeting of the governing body in May of each year. This employee maintains and provides for day-to-day review of the City’s financial position and control of all municipal, fiscal and legal records. As a City officer, the City Clerk is the official custodian of municipal documents and is responsible for various City financial records. The City Clerk supervises subordinate personnel and monitors the operating procedures. An employee in this position has a substantial amount of public contact regarding the furnishing of information concerning City ordinances and policies. Work assignments are prescribed in the state statues and received from the City Administrator, Governing Body, Citizen Requests, and City Department Heads. The City Clerk handles important confidential documents.

Essential Functions:

· Prepares City budget and monitors same;

· Insures all receipts with expenditures are charged to correct fund;

· Monitors funds to maintain adherence to state budget laws;

· Invest idle funds and obtains proper securities;

· Supervises, evaluates, recommends hiring and terminations of subordinate personnel;

· Monitors accounts payable and receivable and utility billing;

· Reviews permit and license applications for compliance with regulations and issues same;

· Assists the City Administrator in administering grants;

· Computes assessments to property owners;

· Prepares ordinances, resolutions, general correspondence, leases, agreements, reports and surveys;

· Supervises the preparation of payroll, monitors vacation and sick leave;

· Acts as custodian of the City Seal and all City records and insures files are maintained;

· Assists citizens with concerns and complaints;

· Performs duties of insurance risk manager, review policies, takes bids and handles claims;

· Ensure compliance with the provision of the Open Meetings Law (Brown Act);

· Act as the City’s Filing Officer and Official for state and local campaign statements and conflict of interest statements of the City Council, Advisory Committee members, and all designated employees as required by the State Political Reform Act;

· Plan and direct activities of the City Clerk’s Office;

· Administer the processing and filing of contracts and agreements approved by the City Council;

· Prepare and administer the budget for the City Clerk’s Division;

· Oversee the Records Management program;

· Renews leases and ensures contract payments are made;

· Accepts filings for municipal public office.

· Prepare all necessary reports as required:

· Other related duties as deemed necessary or as required.

Position Requirements:

Three to five year’s City administration supervisory and accounting experience. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well after one year in the position. This is an exempt position.

Education:

High school diploma required. Technical degree or college courses in accounting, business administration or management preferred.

Technical Skills:

Thorough knowledge of accounting practices and procedures, government financial reporting, investments, federal, state and municipal bond laws. Thorough knowledge of local government ordinances, laws and regulations. Skills in Excel, Access and Microsoft word. The ability to read and interpret ordinances, state statutes, zoning maps and building permits. The ability to gather and analyze data and financial information. Excellent interpersonal oral and written communication skills. The ability to supervise and manage personnel. The ability to operate a computer, calculator, typewriter and other related office equipment.

Problem Solving:

Extensive problem solving exists in relation to the daily management of departmental functions. Problems involve handling complaints and inquiries from both the general public and City personnel and the financing of unbudgeted capital outlays.

Decision Making:

Extensive decision making in determining amount and type of investments to be made on behalf of the City, the availability of funds for expenditures and determining procedures on bond issues, annexation, and filings for office.

Accountability:

This employee is responsible for budgetary control of the City in excess of $3 million annually and supervises a department budget of $125,000. Employee participates directly in the annual budgetary process of the City.

Supervision:

Little or no direct supervision. Decisions are subject to review by the City administrator. Employee is responsible for the supervision of subordinate personnel. Employee has supervisory and evaluation responsibilities over subordinate personnel. Employee must have the ability to express or exchange ideas by means of verbal communication and in conveying detailed or important verbal instructions to other workers and the general public.

Personal Relations:

Continual contact with other City departments and the general public.

Working Conditions:

Some adverse working conditions exist in this position.

Physical Requirements:
The ability to express or exchange ideas by means of communication. Conveying detailed or important instructions to the general public and other employees of the City.

Job Type: Full-time

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Relocation assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $45,000 - $65,000