Town Clerk/Treasurer

Town Clerk Job Description

FLSA: Non-Exempt, Full-time with Full Benefits

General Definition of Work

Performs responsible paraprofessional work as Clerk to the Town Council in maintenance of official records and documents and related work as required. Performs responsible technical work preparing and maintaining fiscal or related records and related work as required. Work is performed under the general direction of the Mayor.

Essential Functions

The following tasks are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Accountant responsibilities:

• Prepares deposits and takes to bank when needed.
• Handles electronic deposit entries; collects monies due to Town and credits appropriate account/fund.
• Performs accounts payable functions; issues checks and submits for payment; files documentation.
• Prepares and posts general journal and cash reports into system.
• Files invoices, reports, batch sheets, etc.
• Calculates delinquent tax penalties and interest; records delinquent tax payments into ledger.
• Processes employee payroll and related payroll tax returns.
• Prepares year-end checklist; assists with various year-end functions.
• Creates and distributes monthly financial statements to department heads and Town Council.
• Provides information to auditors; works with auditors to retrieve documents; accounts for financial transactions.
• In coordination with Public Works Operator performs billing and ensures delivery of customer bills.
• Receives utility payments and performs account reconciliation.
• Performs related tasks as required.

Administrative Assistance:

• Answers telephone and responds to walk in visits.
• Updates Town websites and social media.
• Handles employee health insurance, retirement benefits; maintains accurate salary listings; processes personnel changes, new hires, terminations to payroll; maintains personnel files, workers compensation claims; makes changes to insurance on buildings and vehicles.
• Maintains various office equipment.
• Schedule and publish meetings for governing body.
• Processes permit applications.
• Purchases supplies, equipment, and services according to procurement procedure.
• Trains, assigns work and develops staff schedules for other clerical workers, as needed.
• Performs related tasks as required.

Clerk responsibilities:

• Prepares Town Council agendas, background documents, pre- and post-Council meeting correspondence, legal notices, press releases, correspondence, etc.
• Attends Council meetings, work sessions, retreats, and community meetings to accurately record and write concise minutes which are official permanent record.
• Attends Planning Commission meetings, work sessions, retreats, and community meetings to accurately record and write concise minutes which are official permanent record
• Responds to Mayor, Council members, Administrator, department heads, other localities, attorneys, public, media, etc. on requests for information or research on a variety of issues or problems.
• Maintains official copy of Town Code, including responsibilities for all re-codifications
• Maintains all contracts, deeds, easements, etc.
• Certifies and attests official town documents.
• Maintains directory listing of all boards, commissions etc.
• Maintains custody of Town seal; acts as Town notary.
• Serves as official Town records manager for FOIA and Library of Virginia requirements, storing, and purging records as needed.
• Assists with special projects; researches state and local laws being considered by Council.
• Supports and arranges committee meetings
• Performs related tasks as required.

Knowledge, Skills and Abilities

• Thorough knowledge of the functions and organization of the municipal government
• Thorough knowledge of the rules of order as related to public hearings
• Thorough knowledge of the Town's Charter and Code
• Thorough knowledge of standard office procedures, practices and equipment
• Thorough knowledge of bookkeeping terminology and methods
• Thorough knowledge of accounting principles and practices and their application to a wide variety of accounting transactions
• Ability to maintain financial records and to prepare financial reports accurately
• Ability to understand and follow oral and written instructions
• Ability to express ideas effectively both orally and in writing
• Ability to operate standard office equipment, computers, and accounting software
• Knowledge of Southern Software Utility Software
• Ability to research and prepare reports
• Ability to establish and maintain effective working relationships with Town officials, associates and the general public

Education and Experience

Bachelor’s degree with coursework in public administration, accounting, business or related field and considerable experience in government or relevant business or nonprofit administration; or equivalent combination of education and experience. Virginia Notary credential is required within 12 months of hiring.

Physical Requirements

This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force regularly to move objects; work requires stooping, lifting, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions.

Special Requirements

A valid Commonwealth of Virginia driver’s license or eligibility to obtain. Certified Municipal Clerk or eligibility to obtain.

Compensation Package

FLSA Non Exempt

Hiring Range $22-$26/ hour

Health Insurance Reimbursement (up to $550/ Month)

Federal Holidays

1 week PTO

Participation in Va Retirement System (VRS)

Job Type: Full-time

Pay: $20.00 - $26.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Troutville, VA 24175 (Required)

Ability to Relocate:

• Troutville, VA 24175: Relocate before starting work (Preferred)

Work Location: In person

Salary : $20 - $26