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JOB DESCRIPTION: CLERK-TREASURER
CITY OF ___________________
JOB TITLE
Clerk-Treasurer
DEPARTMENT
Administration
DESCRIPTION OF WORK
General Statement of Duties:
Performs administrative work conducting the daily business activities of
the city including financial management and statutory clerk functions. Prepares
budgets and implements city policies. Keeps records of all council proceedings,
handles correspondence on behalf of the city, prepares agendas and executes any
assignments given by the council. Has official responsibility for accounting for
all receipts and disbursements in regard to city funds. Prepares a variety of
financial records. Is responsible for payroll and investments.
Supervision Received:
Works under the general supervision of the Mayor and City Council.
Supervision Exercised:
Supervises Deputy Clerk/Administrative Assistant, Office aide, Park and
Recreation employees, and Maintenance Personnel.
TYPICAL DUTIES PERFORMED
The listed examples may not include all duties performed by the person in
this position. Duties may vary from time to time and are at the discretion of
the Mayor or City Council. All requirements are subject to possible modification
to reasonably accommodate an individual with a disability.
RECEPTION AND CUSTOMER SERVICE; PROVIDES CUSTOMER SERVICE EFFECTIVELY
AND EFFICIENTLY TO CITIZENS OF ________________ AND OTHER CONSTITUENTS.
Receives requests, complaints and information from the
public and transmits to staff and/or council to process as needed. Handles when
required.
As required, answers city phones and provides information
and assistance to the public on request. Assists them by answering questions,
researching records, directing them to the appropriate person or recording and
transmitting messages to city staff or officials.
Makes arrangements for registrations or lodging as needed
for employees attending training conferences and seminars.
ACCOUNTING/FINANCE; PROCESSES BILLS FOR PAYMENT AND MAINTAINS FINANCIAL
RECORDS
Manages
the investments of the city funds and provides current status, activity and
performance reports to the council. Invests funds in accordance with sound
financial practice.
Develops
annual city budget with input from budget committee, presents budget to the City
Council for review and adoption; monitors expenditures and receipts; complies
with Truth in Taxation and all reporting requirements. Moves funds as directed
by the council.
Monitors
Cash flow to ensure sufficient funds are available.
Tracks
assessments paid and verifies and coordinates record keeping with the county.
Reports unpaid and pending assessments and unpaid water/sewer bills in
assessment searches.
Prepares
accounts payable and receivable transactions for posting, verifies account
information, provides accounts payable list for council approval, generates
checks for bill payments and signs checks.
Maintains
and processes payroll for city employees and election judges.
Processes
payroll deductions, payroll reports and records, processes claims and warrants
for all funds.
Reconciles
city checking account and makes deposits to the bank. Deposits and transfers
money between accounts. Maintains updated information in all accounts and
ensures all accounts are balanced.
Maintains
record of pledged collateral by Official Depositories to meet Statute
requirements. Contacts depository as necessary to adjust amount.
Works
with Bond Consul and provides information necessary for bond issues.
Responsible
for certifying assessments, special charges, and tax levies to the County
Auditor.
Maintains
duplicate files of permits issued by Building Inspector, oversees collection of
sewer and water permit fees before installation of services.
Generates
financial statements and cash balance fund reports for the city council.
Works
with auditors at year-end. Generates reports and presents all financial data as
required for the audit.
Coordinates
the information flow between the Council and City Staff and assists city
departments and council members as needed.
Oversees
the billing, receipt and recording of utility bills.
ADMINISTRATIVE DUTIES
Performs
the duties of the municipal clerk and municipal treasurer as broadly stipulated
by MN statues 412.151 and 412.141.
Maintains
the public trust by keeping information confidential as appropriate.
Attends
regular and special Council meetings and records council actions (minutes);
prepares agendas and monthly reports for meetings; organizes and maintains
records of minutes, ordinances, and resolutions.
Composes
correspondence, reports, memos, letters, minutes, meeting notices, resolutions,
and ordinances on behalf of the City Council and city.
Conducts
the necessary research and provides support materials to aid council in making
informed decisions. Carries out assignments or directives of the city council.
Arranges
and publishes notices of meetings and ordinances as required by law. Provides
certified copies of proceedings and records of the City upon request.
Attests
the Mayor’s signature on official documents wherever required and maintains
responsibility for the City Seal.
Does
filing, labeling, coping and mailings as needed. Sorts and distributes mail.
Oversees
and processes applications for cigarette and liquor licenses and various
permits.
Assists
in researching grants and completing grant and loan applications, administers
grant money that is received and prepares related reports.
Monitors
all contracts entered into by the city. Assures that a desired level of service
is provided to the city.
Responsible
for overseeing that Fire Department reports get completed, maintaining a record
of fire service contracts for renewal and notification to Townships.
Prepares
a variety of reports and files with appropriate state, federal and county
offices.
Acts
as liaison with state and county agencies, city attorney, engineering firm and
auditor.
Responsible
for assuring compliance with federal and state mandates, (ADA, ADAIR, OSHA,
Right to Know, Records Retention, Data Privacy).
Supervises
office staff including interviewing jointly with the council, and assigning and
reviewing work.
Purchases supplies,
equipment as needed.
ELECTIONS
Administers local elections in accordance with state and
county requirements.
Oversees elections, notices, scheduling and training of
election judges and maintains election records.
Purchases supplies and equipment as needed for elections.
KNOWLEDGE,
SKILLS AND ABILITIES
Considerable
knowledge of municipal financial management including investment of funds,
accounting, payroll and billing practices and financial record keeping.
Considerable
knowledge of City Code, ordinances, resolutions and policies.
Considerable
knowledge of state and county election procedures and operations.
Considerable
knowledge of laws, rules and regulations affecting city government.
Considerable
ability to perform mathematical calculations and maintain accurate and complete
records and files.
Considerable
ability to communicate effectively both orally and in writing with city staff,
state and county officials, elected officials and the public.
Considerable
ability at self-supervision to prioritize work, research and solve problems.
Considerable
ability to prepare a variety of financial reports and to prepare and oversee
administration of the city budget.
Considerable ability to
read, write, and understand English.
Ability to represent the
city in a professional, courteous, and efficient manner.
Skill in operating office equipment, including operation of
an automated accounting system with speed and accuracy.
Considerable
ability to account for and handle money.
Ability
to compose correspondence, minutes, reports and other written materials.
Ability
to prioritize city needs and to coordinate operations and services.
Ability
to supervise city personnel.
Ability
to handle public contact with friendliness, responsiveness, and tact.
Must
be detail oriented, adaptable, flexible and a quick learner.
POSITION REQUIREMENTS
Education: College
graduate with a bachelor’s degree or technical college degree with similar
years of experience in accounting, finance or a related field preferred. Course
work in computer systems and software applications.
Experience:
Minimum of five years of progressively responsible financial
management experience including at least two years of experience using an
automated system. Must possess an ability to communicate effectively both
orally, and in writing. Experience in office organization also desirable. Prior
supervisory experience also desirable.
Office Equipment:
Experience in the operation of fax, copy machine, computer, printer,
telephone, calculator, and tape recorder.
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