City Clerk

CITY CLERK JOB SUMMARY

Provides support to the City Secretary in keeping records, bookkeeping, and providing customer service and guidance and support to builders, developers and the public in all areas of building permit requirements, code enforcement and inspections.

Uses/requires office skills to handle:

customer service/communications (internal and external), file organization and management, computer skills including data entry, word processing, spreadsheets, data bases, QuickBooks, mathematical computation, report and letter preparation, and decision making within scope of responsibility. Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work overtime. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

DUTIES AND RESPONSIBILITIES

The duties described below are indicative of what the Clerk may be asked to perform; other duties may be assigned:

CUSTOMER SERVICE/ CLERICAL/BOOKKEEPING

§ Keeps and maintains all books, records, papers, documents and files for the City. § Ensures that all files, letters, reference materials, field inspections reports, permit files, blueprints, drawings and other data or material are maintained in an organized manner. Coordinates and tracks all plans and subdivision plats in an orderly fashion. § Tracks and maintains building permit activity (applications, reviews, issuances, and inspections) and provides permit status updates to the City Secretary as needed. § Assists the City Secretary with the intake, coordination, and tracking of Public Information Act (PIA) requests, including logging requests and maintaining organized records to support compliance with statutory deadlines. § Prepares monthly bank reconciliations. § Enter journal entries on the general ledger. § Serves as backup in the areas of Accounts Payable and Accounts Receivable. § Researches and analyses various accounting related issues. § Responsible for recording and reconciling fixed assets on the general ledger. § Assists with annual audit and the year-end closing processes. § Assists with maintaining the financial software. § Prepares financial reports for Management. § Assists with budget development and monitoring the budget. § Prepare budget amendments and transfers as needed. § Reviews City Council Agenda requests for funding availability. § Research, recommends, and participates in the implementation of best practices. § Schedules and processes documents and meetings. § Provide general information to the public. § Maintains the cleanliness of the city office along with other staff members. § Calculates permit fees, building and impact fees and other various fees related to building permits. § Assists public in completing permit applications and § Assists in issuing and tracking building permits for building construction, air conditioning, electrical, plumbing, and sign permits. § Works closely with Engineers/inspection Company and/or any other third-party vendor, regarding commercial and residential plan reviews. § Performs all other duties as assigned by Mayor, Council or Supervisor.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required at the time of hire or for the continuation of employment.

EDUCATION AND/OR EXPERIENCE

High school diploma or equivalent (GED). Must be proficient in QuickBooks. Previous experience in "front-line" customer service, dealing directly with the public.

SKILLS AND ABILITIES

Exhibits desirable and appropriate behavior including integrity, ability to get along with others, "team player," industriousness, intelligence, sense of urgency and independent judgment to provide for a cohesive, productive unit. Basic working knowledge of office equipment, computers, computer software (i.e. Microsoft Word, Excel) and Internet search tools. Ability to perform data entry and inquiry functions at an acceptable level of accuracy and Ability to perform multiple tasks simultaneously, accurately and Ability to maintain a professional and polished manner and a pleasant tone of voice when dealing with the public.

LANGUAGE SKILLS

Ability to communicate effectively with elected officials, staff, and the public. Ability to communicate effectively in both written and verbal communications. Spanish speaking not required but considered a plus.

MATHEMATICAL SKILLS

Ability to calculate basic mathematical calculations without the aid of a calculator.

REASONING ABILITY

Ability to think quickly, maintain self-control, and adapt to stressful situations. The ability to use good judgement and effectively solve problems. Ability to plan work and establish goals.

PHYSICAL ENVIRONMENT

The duties of this job include physical activities such as sitting, stooping, kneeling, standing, walking, lifting, reaching, fine dexterity skills, grasping, handling, talking, hearing/listening, seeing/observing, and repetitive motions. Specific vision abilities required by this job include close, distance, and peripheral vision; depth perception, and the ability to adjust focus. This job is performed primarily in an office environment but may require going outdoors in adverse weather.

COMPENSATION

Pay Rate:

$20.00 per hour

FLSA Status:

Non-Exempt Job Type:

Full-time Pay:

From $20.00 per hour

Benefits:

Health insurance Paid time off

Work Location:

In person