Description

JOB OPENING:    CITY SECRETARY

The City of Clarksville is looking for a City Secretary to join their team. The City Secretary is responsible for managing the official records and legislative processes of the city government. This includes preparing agendas and minutes for city council meetings, maintaining city records, overseeing municipal elections, and ensuring compliance with local, state, and federal regulations. The City Secretary serves as a key liaison between the public, city staff, and elected officials. The City Secretary is also responsible for the recording of all financial and monetary transactions for the City and for the proper and lawful care of the city fund, as well as maintaining the correct principal balance on all bond notes.

Please send resume to citymayor@suddenlinkmail.com,  citymanager@clarksvilletx.com or pick up application at City Hall 800 W Main Street, Clarksville, TX

Requirements

WORK PREFORMED

A.  SUMMARY STATEMENT
 

Accountable for the preparation, maintenance, and proper disposal of all city documents. Responsible for the accurate record keeping of the city ordinance, resolutions, minutes, payroll, and other lawful records of the city. Responsible for the elections, all legal documents concerning the elections, preparations of all tax reports, and other duties as may be directed by the city manager. Supervised duties of the Court Clerk, the Finance Clerk, and the Utility Billing Clerk. Responsible for the recording of all financial and monetary transactions for the City and for the proper and lawful care of the city funds. Maintains the correct principal balance on all bond notes.

B.      MAJOR DUTIES
 

1.       Make sure the proper posting of city council and other meetings are don in accordance with Open Meetings Laws.

2.       Attend meetings of the city council and keep accurate minutes of its proceedings in the books provided for that purpose according to law.

3.       Records all law, resolutions, and ordinances of the city council.

4.       Keeps the corporate seal.

5.      Orderly maintain all the books, records, papers, and documents of the city council.

6.      Prepare the agenda for all city council meetings at the direction of the city manager according to state regulations.

7.       Make out all notices that may be required under any regulation or ordinance of the city.

8.      Prepare quarterly T.W.C. and IRS reports.

9.      Maintain all contracts made by the city council or authorised Person.

10.   Custodian of all city election records and responsible for ordering election supplies.

11.   Early Voting Clerk.

12.   Responsible for all matters pertaining to payroll.

13.   File workers compensation claims and reports.

14.   Shall render a full and correct report of wages paid to employees to the city council at the regular monthly meeting as requested by council.

15.   Responsible for complying with State Records Management Laws.

16.   Make daily deposits of all cash transactions once recorded by financial clerk.

17.   Supervises and backs up Court Clerk, Finance Clerk, and Utility Billing Clerk.

18.   Assist City Manager with annual budget and yearly audit.

19.   Assumes the duties of the city manager in his/her temporary absence; i.e., vacation/sick.

20.   Shall receive and securely keep all records dealing with monies of the city and make payment for the same upon approval of the city manager.

21.   Properly codes and charges expenses to the correct account tor the city's payable's.

22. Shall render a full and correct statement of receipts and payments to the city council at their regular monthly meetings as required by the council.

23. Maintain proper records of the receipts and disbursements of the city, and separately under proper heads, each cause of receipt and disbursements.

24. Assign purchase order numbers for all purchases.

25. Shall keep a register of bonds and bills issued by the city, and all evidence of debt due and payable to it.

26. Shall prepare and render correct copies of the city's financial statements to the city council at each regular meeting.

27. Prepare W-2's and 1099's annually.

28. Shall perform other duties and act as supervisor may direct.

C.       WORKING CONDITIONS
 

1.      Work inside City Hall

2.       Work meticulously in dealing with detailed figures.

3.       Subject to mental stress

4.       Subject to long hours

5.       Required to attend all City Council meetings.

D.       EQUIPMENT USED
 

1.       Personal Computer

2.       Copy Machine

3.      10 Key Calculator

4.       Cash Register

5.       Billing Computer

6.       Laptop

7.       Tape Recorder

8.       Radio Receiver/Transmitter

9.      Sound System

10.    Video Equipment

E.       EDUCATION AND LICENSE REQUIRED
 

1.       High School Diploma

2.       Education and/or training in accounting, bookkeeping, or finance

3.       Education and/or training with computers

4.       Must be Bondable.

5.       Notary Public