Status: Full-time salaried 32 Hours per Week

Salary Range: Based upon experience

Exempt (yes/no): YES

Supervisor: City Council

Primary Responsibility of Position: The City Clerk/Treasurer (CC/T) is the chief administrative officer of the city. The CC/T takes direction from City Council and coordinates city functions through the council.  The position incorporates the statutory and city-assigned functions of city clerk and treasurer. The CC/T coordinates and directs city employees, oversees city contractors and engages emergency services as needed to ensure that the city’s public works and other operations function efficiently, effectively and in legal compliance with county, state and federal laws.

Specific Major Duties and Responsibilities:

♦ Performs the statutory duties of city clerk and city treasurer (with or without assistance) as defined by state law and as established by the city, including keeping a minute book containing all of the city council proceedings, keeping an ordinance book recording all of the ordinances enacted by the council, administering the city budget, transferring funds between city accounts as authorized by the council; preparing financial statements each month displaying the accounts enterprises and balances of the city/enterprise funds.  Oversees the bookkeeping including deposits and disbursements of the city, reconciling bank statements and balances for all funds.  Preparing payroll and making all required payroll deductions and remitting same to appropriate government agencies.

♦ Oversees the maintenance of the city’s public works, including water, sewer and streets and takes immediate action as needed to address malfunctions or other problems constituting a clear and present threat to public safety, health, and welfare.

♦ Oversees the efficient, effective, and legal functioning of the city’s, general fund and all enterprise funds including preparing monthly financial statements for the council.

♦ Oversees the leasing and related matters of the city’s tenant spaces, including marketing, preparing rental agreements, taking work requests from tenants and acting on them as necessary and appropriate.

♦ Oversees cleaning of the community center and city offices.

♦ Prepares the annual city budget for consideration and action by the council.

♦ Prepares bid specifications for services and equipment and makes recommendations to the council.

♦ Prepares reports and summaries relating to proposed municipal projects/improvements and submits them with recommendations as may be required to the council for study and subsequent action.

♦ Supervise the administration of local elections in accordance with prescribed laws and regulations.

♦ Prepares requests from governmental agencies and nonprofit organizations as directed by the council.

♦ Certifies various information and attests to its validity as required by state statute, including tax levies and special assessments to county auditor, plats of land within the city to county recorder and elections administration. 

♦ Attends all regular, special and emergency meetings of the council and takes and produces minutes or designates other city staff to record minutes in case of necessary absence; posts public notices of such meetings at the Post Office, City Hall, and City Website; in a timely fashion.  Prepares and distributes agendas and information for to the council to be considered at meetings two (2) days prior to the meeting; reports on significant activities or issues to the council; and publishes ordinances as required.

♦ Makes recommendations to the council on policy changes, fee schedules, enforcement actions and other city matters as appropriate.

♦ Practices appropriate human resources management functions, adhering to the federal Health Insurance Portability and Accountability Act rules.

♦ Maintain effective working relationships with all staff.

♦ Processes and issues building and zoning permits in accordance with city ordinances and council resolutions.

♦ Cooperates with independent auditors for the annual audit, supplying records as needed and making changes as recommended by the auditor and approved by the council.

♦ Reports financial data to the State Auditor as required.

♦ Maintains records of municipal matters as appropriate and makes them available, upon reasonable request and within the state’s data privacy rules, to the public.

♦ Acts as the purchasing agent for the city within limits authorized by the city council.

♦ Conducts employee reviews and makes recommendations to the council for wage adjustments; makes recommendations for the appointment or termination of city staff and contracted services.

♦ Maintains the city’s web site, including, but not limited to posting of city’s minutes, agenda, meetings, events, forms, publications, ordinances, and other information pertinent to the city.

♦ Ensure Store/Bar is in compliance with regulations.

♦ Maintains knowledge, qualifications, and experience in all aspects of bartending.

♦ Maintains up to date knowledge of all state regulations and controls pertaining to municipal liquor.

♦ Works in collaboration with Green Door management and/or Lovin’ Lake County for event planning and advertising.

♦ Is aware and remains in compliance with DRAM and Liquor Liability requirements.

♦ Remain updated and knowledgeable with all POS systems, credit card processing and computer software.

♦ Carries out in a timely manner special instructions and other duties that the council may direct.

General Performance Criteria:

♦ Possesses knowledge of the laws and processes involved in executing the duties of a city clerk, city treasurer, and city administrator.

♦ Demonstrates a positive attitude towards responsibilities and directions from the council and to the public.

♦ Shows initiative in developing or recommending methods to improve city operations; demonstrates the ability to improvise and troubleshoot on demand; is reliable, honest and flexible in the performance of responsibilities.

♦ Effectively supervises and motivates city staff in the performance of their duties.

♦ Knowledge of federal, state, and local laws relating to liquor sales and store operation.

Budget/ Financial

♦ Advises the council on the financial condition of the city

♦ Develop an annual budget for presentation to, and review and consideration by, City Counsel.

♦ Implements the physical planning in the City involving, purchasing practices, receiving and administering grants, submitting grant applications, etc.

♦ Maintains control of all bond issue records, prepares all special assessment records, and reviews the projected sewer and water rates to ensure required city income will be attained.

Physical Demands

 ♦ Minor; sits for extended periods of time; must be able to hear, talk and see. Regularly lifts up to 10 pounds; occasionally may need to lift 25 pounds.

Special Skills/Qualifications

♦ Operation of a computer, use of accounting, utility, and word processing software.

♦ Must be bondable, pass credit and background checks

Educational Requirement and Work Experience: Bachelor’s degree in business administration or closely related fields or possess through experience the knowledge required to perform the listed job responsibilities; previous experience for at least five years in management or administrative capacity.