City Clerk

POSITION SUMMARY

Plans, manages, oversees and directs the operations and services of the City Clerk and Municipal Court Divisions which includes, but not limited to, municipal elections, publishing all legal notices, records management, providing staff to support courtroom operations, and ensuring that services are provided to the court and the public in an accurate, timely and efficient manner. Will serve as a technical resource for the Board of Mayor and Selectmen. Prior experience with municipal government preferred, but not required.

ESSENTIAL FUNCTIONS

THE ESSENTIAL FUNCTIONS INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING DUTIES. ADDITONAL ESSENTIAL FUNCTIONS MAY BE IDENTIFIED BY THE CITY AND LISTED AS SUCH IN THE IMCUMBENT’S PERFORMANCE APPRAISAL ELEMENTS. VARIOUS TASKS MAY BE ASSIGNED UNDER EACH ESSENTIAL FUNCTION. THOSE THAT ARE LISTED UNDER THE EXAMPLES OF WORK ARE NOT ALL INCLUSIVE; THEY ARE EXAMPLES ONLY AND MAY BE AMENDED OR ADDED TO AS NEEDED BY THE CITY OF McCOMB.

• Attests Mayor’s signature for all legal documents
• Secures the City seal
• Responsible for Docket preparation for Board meetings
• Responsible for taking minutes of City Board meetings
• Ensures accuracy of Board minutes
• Responsible for preparing the minutes for the Mayor’s signature
• Updates cemetery files
• Sells or transfers cemetery plots
• Signs all cemetery deeds
• Invoices cemetery’s monthly notices
• Directs the purchase of securities required by law and good business practices
• Directs all phases of collections area, to include tax collections, water bills and etc.
• Responsible for all municipal documents, public notices and hearings
• Responsible for all phases of balancing operations, reports and deposits
• Signs all warrants for approval
• Shall keep a record of all warrants drawn on City deposits and make a monthly report of the same
• Ensures all legal files are properly secured
• Files all contracts and updates to contracts
• Files all deeds and easements
• Ensures all legal filings are submitted to proper authorities
• Secures all ordinance books and various committees’ minute books
• Invoices septic haulers monthly according to city ordinance
• Invoices bulk water to various vendors
• Submits all forms to MS Municipal Service Company for liability claims
• Submits all documentation to insurance company for vehicle accidents
• Responsible for street closings, park requests, and parking garage
• Responsible for file retention and storage
• Responsible for all elections and securing absentee ballots and blank ballots
• Responsible for filing of all documentation to Secretary of State’s Office concerning elections
• Ensures the filing in newspaper of all legal documentation
• Files all notices of delinquent tax notices from Chancery Clerk and Secretary of State
• Files liens against properties
• Assists the Department of Inspections and Zoning with public hearings for nuisance properties
• Files and sends notices to proper authorities for street name changing
• Assists Accounts Payable with warrants and checks distributed
• Certifies tax levy
• Assists voters with registration inquiries
• Assists the general public with public records requests and certifies records when necessary
• Secures all bonds and supporting documents
• Ensures all minute books are secure in vault
• Sign monthly bank reconciliations that are prepared by the Director of Finance
• Responsible for day-to-day assignments and supervision of Municipal Court staff
• Responsible for directing municipal court clerks in the maintenance of the court calendar and the disposition of cases as outlined by the Municipal Court Judge
• Assists Municipal Court Clerk with scheduling staff for court and preparing documents, as needed.
• Assists with maintaining an efficient and effective filing system
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE

Bachelor’s Degree in Business Administration or related field; At least two (2) years’ experience in municipal government with some supervisory experience;

OR

Any equivalent combination of education and experience

KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS

• Familiar knowledge of the principles and practices of governmental accounting and public finance administration
• Strong technical understanding of computer information systems and management information systems.
• Demonstrates leadership skills with a healthy work ethic, high energy, inquisitive mind, and the confidence and strength of personality to get things done.
• Good organizational and planning skills that include being pro-active and visionary.
• High comfort level in working with people from a variety of backgrounds and possess a diversity of skill sets to effect change.
• Excellent written and oral communication skills.
• Ability to compare and/or judge the readily observable, functional, structural and composite characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
• Thorough knowledge of modern office procedures and equipment, including the application of electronic data processing to the maintenance and analysis of fiscal data;

OTHER SPECIAL REQUIREMENTS AND RESTRICTIONS

Valid State Driver’s License.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk or hear, stand. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.

The employee must occasionally lift and/or move up to 10 pounds, and must occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually moderately quiet.

SELECTION GUIDELINES

The governing body shall appoint a qualified person to serve as City Clerk.

The governing body may use a formal application, rating of education and experience, an oral interview and reference check to make their determination.

The duties listed above are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Interested applicants should email letter of interest and resume to Jessica Scarbrough, Human Resource Director, jscarbrough@mccomb-ms.gov on or before January 2, 2025.