City Clerk

Job Description

Job Description

Department: Administration

Reports to: Mayor

Position Summary

Under the supervision of the Mayor, the City Clerk performs essential administrative and financial duties. This role involves the maintenance and management of all municipal, fiscal, and legal records on a day-to-day basis. As a city official, the City Clerk serves as the official custodian of municipal documents and is responsible for various city financial records. The City Clerk interacts frequently with the public, providing information regarding city ordinances and policies. Work assignments are dictated by state statutes as well as requests from the Mayor, the City Council, citizens, and city department heads. The City Clerk also handles important and confidential documents and fulfills the responsibilities of the municipal court clerk. Additionally, this position entails clerical and accounting responsibilities related to maintaining the city’s utility billing system. The City Clerk is accountable for keeping utility accounts current, issuing invoices, collecting payments, and reporting on accounts. While most responsibilities follow established policies and procedures, independent judgment is necessary when addressing citizen inquiries concerning utility billings.

Essential Functions

· Maintains all city records, books, files, and documents

· Attends Council meetings and records minutes.

· Participates in training sessions as needed.

· Publishes ordinances, notices, and resolutions in the appropriate newspaper or on the city website.

· Inputs all invoices for payment into the computer system.

· Prepares the annual budget.

· Responds to citizen complaints, concerns, and questions regarding city policy, either verbally or in writing.

· Maintains all personnel records, time cards, tax information, etc.

· Prepares payroll and maintains the necessary records and reports.

· Prepares withholding statements and manages information for payments.

· Prepares and maintains annual contracts for the judge, city clerk, sewer and water contractors, police officers, and maintenance personnel.

· Prepares and maintains various state and federal reports.

· Manages state and federal tax payments and tax filings.

· Prepares W-2s and 1099s annually.

· Prepares and maintains grant reports and administers grant funds.

· Prepares and maintains audit information.

· Updates the employee handbook and code book as needed.

· Sends notices for violations of city codes, provided by the police/code enforcer.

· Answers the telephone and assists the public with utility inquiries, concerns, or general city inquiries, forwarding calls to the appropriate personnel.

· Assists citizens in applying for utility services or in making changes to existing services.

· Inputs utility billing information into the computer system.

· Prepares, updates, and maintains the radio meter reading program and downloads data, then creates invoices for customers.

· Maintains utility billing files in the computer.

· Generates utility billing and prepares mailings.

· Issues late/disconnection notices when applicable.

· Generates quarterly financial reports.

· Prepares and submits KDHE wastewater reports quarterly.

· Maintains and orders office supplies.

· Issues and records city licenses, permits, and dog registrations.

· Schedules city-wide cleanup events twice yearly and an annual dog vaccination clinic in the spring.

· Prepares Monthly Vouchers, Council minutes, Invoices to be paid to venders by the City of Windom.

· General communication with city attorney and other city personnel regarding city items

· Requests bids/estimates for city projects to be let

· Records state required permits & related reports

· Receives and deposits State & County monies when available

· Reconciles bank accounts

· Receives CD bank notices and maintains Certificate of Deposit information, making changes upon Mayor/Council approval

· Maintains monthly totals of water gallons, sales tax, etc.

· Prepares monthly breakdown and distributes utility fund money as appropriate

· Files and pays water protection fees

· Files park report 2x yearly, and sewer monitoring report along with quarterly discharge reporting

· Reports and pays sales tax

· Prepares Clean Water Report and distributes annually

· Maintains a general ledger and a line item ledger for each fund

· Keeps court reports of fines due and receipts fine money

· Swears in city officers

· Cleans city office, bathrooms and front meeting room

· Maintains a backup of electronic files

· Have Council approve expenditures over $100.00

· Updates city web page and Facebook page

· Prepare city newsletter

· Other related duties as deemed necessary or as required

Position Requirements

Experience: Three years administration and supervisory experience is preferred. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well after one year in the position.

Education: High school diploma or GED. Completion of City Clerk's certification school preferred.

Skills: Ability to operate computer and printer using various computer software. Knowledge of QuickBooks is mandatory. Familiarity with state and local laws governing municipalities. Excellent supervisory, communications and interpersonal skills. The ability to operate a calculator, computer, and other related office equipment for extended periods of time. Knowledge of accounting and accounting practices.

Problem Solving: Frequent 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 making corrections to individual customer utility billings.

Decision Making: Decision making exists in this position. Accountability: This employee is responsible for budgetary control of the city and participates directly in the annual budgetary process of the city. Employee is responsible for all monies deposited in the city accounts. Supervision: Decisions are subject to review by the Mayor and City Council. Personal Relations: Continual contact with other city departments and the general public.

Physical Requirements: The ability to express or exchange ideas by means of verbal and/or written communication. Conveying detailed and important verbal instructions to other workers. Work with citizens and general public. Ability to lift 30 pounds, bending, etc.

Pay is based on the applicant's experience and is determined by the City Council.