Assistant City Clerk

Overview Under the direction of the City Clerk, the employee assists with all financial and limited supervisory duties as assigned. The employee collects revenues, receipts, and maintains records of transactions. The employee assists in carrying out the City Clerk functions for the city in the absence of the City Clerk. The Assistant City Clerk will prepare agendas, attend council meetings, record official minutes during the council meetings, submit typed council meeting minutes within a timely manner and monitor office activities in the absence of the City Clerk. The Assistant City Clerk completes necessary steps to follow up on action taken during all City Council meetings. The employee assists in budget preparation and prepares for the annual audit. The employee acts as a point of reference and contact in the absence of the City Clerk. The employee provides general administrative support to the City Clerk. Work is performed independently and involves planning, developing, and carrying out vital administrative tasks which are essential to the operations of the city. The Assistant City Clerk will perform any other job tasks as assigned by the City Clerk or the Mayor. The job is identified as security-sensitive and is subject to a pre- employment background check and review of driver's record and licensure. Financial. Receives, processes, and posts payments in order to reconcile all statements and bills. 1. Reconciles all bank statements against the General Ledger. 2. Posts, balances, and deposits court fines 3. Receives and processes daily transactions, compiles, balances, and writes deposit slip when needed 4. Ensures monies received are deposited in a timely manner 5. Enters manual codes and corrections in the event that inaccuracies exist; employee entering the inaccurate data is to correct data when discovered. 6. Deposits daily revenues 7. Ensures transactions are entered into the general ledger, runs financial statements 8. Generates RDS reports and submits sales taxes 9. Clears checks in systems based on statements 10. Ensures local, state, and federal taxes are reported correctly and timely 11. Prepares for and assists with the annual audit 12. Assists auditors as requested and prepares monthly financial reports for Mayor and Council 13. Maintains and submits various monthly and quarterly reports 14. Sets up ledgers for each department, posts all expenditures to correct department or account, ensures transactions are entered into the general ledger, runs financial statements 15. Records journal entries and budget amendments 16. Prepares General Ledger for fiscal year close out and sets up the new fiscal year entries 17. Responsible for ensuring city's financial ledgers are correctly balanced Clerk Duties when City Clerk is absent. Provides departmental support by acting as point of contact, attending meetings when requested, and compiling data. 1. Acts as point of contact in absence of the City Clerk 2. Prepares and monitors work session action items 3. Attends Council meetings and takes notes, drafts minutes from notes and other sources, finalizes approved minutes, resolutions, and ordinances of Council for signature and follows procedures as required by law in carrying out Clerk duties in absence of City Clerk 4. Manages preparation and distribution of council meeting agendas 5. Assists with budget preparations 6. Prepares notices of special council meetings, distributes open meeting list and posts to City's website 7. Prepares public notices, legal advertising, and other special notices and ensures advertising deadlines are met 8. Drafts resolutions, ordinances, agendas, proclamations, and various other types of documentation to support agenda items 9. Compiles data in preparation of Council meetings, research issues as needed 10. Researches, comprehends, and interprets federal, state and local laws, reviews documents for compliance with legal requirements 11. Finalizes and distributes all Council action documentation and ensures minutes and corresponding resolutions, ordinances, etc., are scanned into the document imaging system 12. Prepares and distributes transmittal letters on action approved by resolution in council meeting 13. Coordinates, communicates, follows up, tracks, monitors, and acts as a general liaison between Mayor, Council, and outside individuals; ensures all parties are notified of actions taken by the Council 14. Assists with Municipal elections 15. Performs the Clerk's duties in the absence of the City Clerk with guidance from the City Clerk Management and Departmental operations. 1. Maintains files and archives of city correspondence per City guidelines for records maintenance 2. Assists in preparation of news releases as requested 3. Works with office staff in rotation for responding to the general public when anyone is at the front desk/window, answers phones on rotating basis 4. Receives complaints and inquiries from citizens in person and over the phone and works to resolve problems/issues; keeps the City Clerk apprised of action or potential problems 5. Ensures the proper maintenance of the administrative department's records management activities and monitors records retention schedules to ensure files and filing procedures are up to date and in compliance with federal, state, and municipal requirements 1. Assists the general public by collecting fees, selling licenses, providing information 2. Performs any and all other duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES 1.

• Considerable knowledge of city rules, policies, and procedure 2.
• Knowledge of statutory City Clerk responsibilities and duties 3.
• Knowledge of Election laws and other city, state, and federal laws 4.
• Knowledge of city filing system and record maintenance 5.
• Knowledge of State of Alabama Archival Procedures (
• Can be acquired on the job) 6.

Knowledge of general office procedures 7. Knowledge of document imaging and electronic file maintenance and storage 8. Knowledge and ability to use office productivity software programs 9. Knowledge of general office procedures 10. Knowledge of bank reconciliations procedures and practices 11. Knowledge of modern office practices and procedures, and of business English and governmental accounting 12. Supervisory skills to motivate, lead, and train 13. Verbal skills to communicate effectively with elected officials, co-workers, supervisors, department heads, appointed officials, and the general public 14. Writing and grammar skills to clearly and concisely compose ordinances, resolutions, proclamations, contracts, correspondence, reports, forms and records 15. Reading skills as needed to interpret policies 16. Typing skills to accurately record and transcribe meeting minutes, various records, documents and correspondence 17. Ability to perform accounting principles in order to reconcile accounts on a daily basis 18. Ability to diffuse situations and maintain a calm working environment among co-workers 19. Ability to work while seated for long periods of time 20. Ability to work with others to develop budgets for departments and General fund 21. Ability to work independently in a highly sufficient manner without supervision and exercise good judgment 22. Ability to work with and maintain confidential information 23. Ability to work calmly under pressure and/or in stressful situations 24. Ability to operate office machines such as a copier, calculator, typewriter, work processor, computer 25. Ability to read, understand, and interpret codes, laws, and other complex material 26. Ability to perform research and develop appropriate content for use in constructing government documentation and backup

MINIMUM QUALIFICATIONS 1.

Possess a bachelor's degree in business administration, accounting, or a related field from an accredited college or university 2. Or a minimum of five (5) years of experience with governmental accounting practices 3. Possess a current and valid driver's license and be insurable with the City's coverage 4. Able to work overtime as needed 5. Ability to travel overnight to attend meetings and training 6. Ability to pass a background check 7. Ability to be bonded 8. Possess certification as a Certified Governmental Accounting Technician or ability to earn such within two years of employment. Certification must be maintained by attending conferences and training as updates are made

PHYSICAL DEMANDS

The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be walking, standing, bending, carrying light weight items or driving an automobile. No special demands are required to perform the work.

WORK ENVIRONMENT

The environment involves common risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, residences, or commercial vehicles. Observation of safe work practices with office equipment, avoidance of trips and falls, fire regulations and traffic signals. The work area is adequately lighted, heated, cooled, and ventilated.

Pay:

$40,102.50 - $42,681.60 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person