City Clerk Position Available In DeSoto, Mississippi

City Clerk 4.5 4.5 out of 5 stars

Horn Lake, MS Posted:

June 12, 2025

Description:

Purpose of the Position To provide financial oversight/controls for all City funds and perform the legal duties of a City Clerk. To coordinate, direct, and implement the budgets, programs, operations and policies adopted by the Mayor and the Board of Aldermen, as well as, to ensure appropriate/approved communications with residents, businesses, publications (i.e., newspapers), news media and other governmental agencies. Major Duties and Responsibilities Perform the legal duties of a

City Clerk:

Assure the City’s compliance with state laws. Act as custodian of all official City records, minutes, ordinances, contracts, etc. Assist with the preparation and issuance of city bond issues, as directed. Privilege license collections. Municipal Elections. Acts as Chief Finance Officer of the City for oversight/direction in the development and administration of the City Budget; assures the financial soundness and integrity of the city to ensure its capacity to meet commitments, improve operations and maximize the delivery of quality services to citizens. Assure the proper execution and operation of government by recording the proceedings of the government at all necessary board meetings. Submission of all Federal, State, and Local entities’ yearly reports in a timely manner. Prepare monthly reports to the Mayor and Board of Aldermen concerning the financial conditions of the City. Oversees the preparation of information for bond ratings, bond issues, bond offering statements, and continuing disclosure statements. Oversees the preparation of information for annual audit and review reports. Comply with all requests for Public Information. Maintain all official Board and Municipal records: Attend all meetings Record actions taken by the Board for the official minute book. Maintain records and log books of minutes, ordinances and resolutions Make recommendations to Mayor and Board regarding improvements for Departments, operations and financial structures. Maintain ordinance files and public record files Oversee departmental administrative duties: Receive and process financial documentation, receipts, state records, and city obligations Make deposits to appropriate accounts Prepare and distribute information for bond issues Conduct historical research, as required Project management/tracking as relates to construction in-progress Manage the city’s finances through constant tracking, department communication and budget adjustments Manage all expenditures of public funds, including claims dockets and issuance of payments: Supervise/control the city’s purchasing procedures, obligations and contracts Receive and tabulate bids according to City policy and procedures Coordinate non-bid procurements for the Administration Department Assist with determining purchase amounts and procedures Approve purchases over $500 for the Administration Department Update City purchasing policies as needed and submit to the Board for approval Monitor all purchasing orders to ensure compliance Assist with the annual budget process: Provide information and assistance to department heads. Develop and propose a budget for the City Clerk’s Office function Implement budget adjustments/amendments as they are passed Perform other duties as directed Job Context The City Clerk is a full-time, permanent position in the City Clerk’s Office. The immediate supervisor for this position is the Mayor and Board of Aldermen. The person in this position is supervised on a less-than-weekly basis. The City Clerk works regular scheduled hours year-round, and frequently works overtime and at night. The person in this position never works shift work and is only on call in emergency situations. Approximately 95% of the work in this position is performed indoors, and 5% is conducted outdoors, requiring work in various weather conditions. The position is accountable for financial, safety, and legal issues related to the work for which it is responsible. There is no exposure to chemicals and/or hazardous materials. The person in this position must maintain a valid driver’s license and a minimum of $50,000.00 bond. This position requires a high school diploma or equivalent education. A Bachelor’s Degree in a related field is strongly recommended, or experience may be substituted if relevant. The person in this position must possess a Mississippi Clerk designation (CMC/CDMC) or obtain it within three years of employment. The stress level associated with this position is high. Physical work involved in this position exists only in major emergencies or crisis situations.

Knowledge, Skills, and Abilities Knowledge :

Responsibilities of the City Clerk as set by state laws Grant research and securing techniques Proper grammar and proper use of English in speaking and writing Computerized software, including word processing and spreadsheets OSHA standards and regulations concerning employee safety Federal and state statutes concerning the work of the department Mathematical skills, including addition, subtraction, division and multiplication General functions and operations of municipal government

Skills and Abilities:

Accurate typing and data entry using a personal computer. Supervision and Development of staff Use various pieces of office equipment, including typewriters, photocopiers and facsimile machines. Use a multi-line telephone system to answer and transfer calls Use a 10-key adding machine or calculator Work as a team member with other employees Meet specified or required deadlines Make decisions within specified time restraints Communicate effectively with residents, elected officials, other City employees, etc., both orally and in writing Maintain confidentiality Work autonomously when necessary Handle multiple tasks simultaneously with frequent interruptions Deal with others in a professional manner Maintain professional composure in heated situations Develop, implement, and follow departmental and City policies and procedures.

FLSA:

Exempt

REPORTS TO

Mayor

SUPERVISES

Administrative hourly staff

Contact:

Please contact: Arianne “AJ”

Linville, Human Resource Director/ Deputy City Clerk Phone:

662-342-3482

Email:

alinville@hornlake.org