Job Title: City Clerk
Reports To: City Manager
Status: Full Time, Exempt
Pay Range: $18 to $20 per hour based on experience and qualifications plus stipend for insurance and cell phone
To Apply: Submit a cover letter, resume and 3 to 5 references to [email protected]. Resumes will be accepted until the position is filled.
POSITION SUMMARY
The City Clerk, under the direction of the City Manager, is responsible for the recording and preservation of city records; assists with the drafting and filing of legal papers, correspondence, etc. and assists with limited research projects; performs related duties as required. The Clerk is also responsible for the financial activities of the City related to budgeting, accounting, purchasing, fee collections, etc. They are also responsible for a broad range of administrative and support related functions.
PRIMARY DUTIES AND RESPONSIBILITIES
- Keeps minutes and maintains records of the proceedings of the governing body, Planning Commission, Beer Board and other boards and committees, as needed.
- Serves as administrator and content manager for the City website and social media accounts.
- Coordinate all required publishing for the City, including public notices, and maintain affidavits of publications.
- Assists with activities and programs of the office.
- Serves as official custodian of City records.
- Confers, coordinates, plans and provides support for the City Manager and other employees on various financial and administrative matters.
- Plans, organizes and directs operations in the areas of accounting, budgeting and capital budgeting, reporting, purchasing, tax collection, and other financial activities.
- Responsible for the reconciliation of bank statements and invoices, drafting checks, accounts payable, etc.
- Maintains all checking account files.
- Prepares statements and makes a variety of reports for council, annual audit, state and federal agencies, etc.
- Assists with the preparation of the annual budget and capital budget for all funds.
- Makes effective oral and written presentations to City Council.
- Helps assure that all financial operations are performed in compliance with applicable local, state, and federal laws, as well as with acceptable standard principles of accounting and finance.
- Performs other duties as assigned.
ADDITIONAL EXAMPLES OF WORK PERFORMED
- Receipts money from revenues, fees, fines, permits, etc.
- May issue licenses and keeps records related to such.
- Maintains bid files and may assist with bid openings.
- May prepare resolutions for consideration by the governing body.
- Prepares legal notices.
- May help provide office support such as typing of correspondence, preparation on notices, purchase of supplies, etc.
- Recommends and implements, at the direction of the City Manager, changes in financial policies and procedures for various departments.
- Tracks financial trends and develops financial recommendations based on such.
- Monitors the financial policies and procedures of City departments and operations, making recommendations for revision when appropriate.
- Assist with organizing and publicity of city events.
- Assists with day to day operations and cleaning of the office.
REQUIRED KNOWLEDGE AND ABILITIES
- Knowledge of the principles and practices of modern municipal accounting, budgeting and finance, including capital budgeting, and the regulatory/legal environment of municipal organizations.
- Good knowledge of the laws, rules, and regulations pertaining to the office of City Recorder and the governing body
- Ability to instill a sense of customer service and responsiveness.
- Ability to establish and maintain effective working relationships with the public, subordinates and other employees. Contact with the public is frequent.
- Must have outstanding oral and written communication and presentation skills.
- Must posses excellent analytical and problem solving skills.
QUALIFICATIONS
- Bachelor of Business Administration in Accounting, Finance, or closely related field or three to five years experience in a similar position.
- Must have an ability to become certified as a City Recorder by the State of Tennessee.
- Five to seven years of experience in a customer service environment.
- Experience in the public sector is preferred.
SKILLS
- Working knowledge of Quickbooks or an equivalent accounting software program
- Knowledge of the City of Orlinda
- Knowledge of, or ability to learn, legal requirements relating to recording and preservation of official minutes and records.
- Knowledge of, or ability to learn, parliamentary procedures.
- Knowledge of business English, spelling and arithmetic.
- Ability to establish harmonious working relationships with citizens, other employees, and elected officials. Excellent customer service skills.
- Excellent organizational skills, and ability to meet deadlines.
- Excellent written, verbal, presentational and interpersonal skills.
- Ability to prioritize and handle multiple projects simultaneously.
- Must have knowledge of computer software applications in word processing, spreadsheets, databases, presentation software, and social media networks.
- Ability to define problems, collect data, establish facts and draw valid conclusions.
HOURS
This position is a full time, forty hour per week position, with expected work hours of Monday to Friday from 8:00 am to 4:30 pm, with a 30 minute unpaid lunch break. It is an exempt position and not eligible for overtime.
BENEFITS
- Eleven paid holidays including: New Years Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, the day after Thanksgiving, Christmas Day.
- Vacation time is accrued at the rate of 8 hours per month for a total of 12 days per year. Use of vacation time must be requested in advance and approved by the City Manager.
- Sick time is accrued at the rate of 8 hours per month for a total of 12 days per year.
- This position does not include employer paid or offered health insurance or retirement benefits.
- A stipend to assist with the purchase of health insurance and cell phone charges may be provided.
- Additional compensation will be given upon the completion of Certified Municipal Finance Officer training and certification.
This job description is not intended to be all inclusive. You will perform other reasonable related duties as assigned by the City Manager. The administration reserves the right to change or revise the job duties and responsibilities as the need arises.
PHYSICAL/COGNITIVE ACTIVITIES
This description of physical and mental activities is not intended to describe essential job functions. Rather, its purpose is to give the job applicant a feel for the physical and mental activities normally attendant to the job to the end that an applicant with a disability can determine whether he or she will be able to do this job either with or without accommodation. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
