Description

Job Responsibilities

A.    Financial Management: 

a.      Use Quickbooks to maintain ledgers and keep record of all financial responsibilities, all receipts and all disbursements of public funds.

b.     Prepare financial reports for the Council meetings, Auditors and CPA. 

c.      Receive Vendor invoices, process for payment, make payment checks and mail is a timely manner to avoid any late fees.

d.     Calculate payroll and write checks. Use calculated FICA, SS and Medicare from payroll to make the monthly Form 941 payments. 

e.      Prepare deposits and monthly reconcile bank statements for all accounts. 

f.      Work with the Mayor to create a yearly budget for the fiscal year of April through March based on past and expected expenditures. Prepare quarterly amendments.

g.     Creates and files all quarterly and annual state and federal payroll reports.  

B.    Public Records & Council Meetings:

a.      Create all meeting agendas, compile an information packet for meeting and distribute to every councilmember and the mayor.

b.     Make all public notices as required by law.

c.      Prepare minutes for each council meeting and post approved minutes on website.

d.     Draft ordinances and resolutions with the guidance of legal counsel. 

e.      Maintain website, records, minute books, ordinance files, and information files.

f.      Respond to Public Records Requests as they are submitted.

C.    General Administrative Duties: 

a.      Communicate with and carry out orders of councilmembers and answer any city related questions from council or the mayor.

b.     Act as the liaison between city council and other agencies. Examples: City Attorney, Grant Administrator, Engineering firm, Contractors, etc.

c.      Contact other governmental agencies and offices to expedite solutions to problems. 

d.     Purchase office supplies and postage. 

e.      Consult with city contractors and city employees on administrative rules and legislative updates. 

f.      Coordinate with utility clerk on collecting and distributing mail. 

g.     Perform other related duties as directed or requested by council or the mayor.

h.     Supervise and communicate with the Utility Clerk and have general knowledge and the ability to complete the Utility Clerk’s tasks and general duties to enable coverage of the utility office in the event of clerk absence.  

D.    Yearly Responsibilities:   

a.      Prepare W-2’s and Form 1099’s before January 31st of each year. 

b.     Assist Auditor’s and/or Accountant’s with Fiscal Year Audit.

c.      Conduct Election in coordination with the Washington County Election’s Administrator. 

d.     With the Mayor, complete the Utility Clerk’s Performance Evaluation. 

E.     Housekeeping Chores: (in cooperation with the Utility Clerk)   

a.      Put trash out on Tuesdays as early as possible.

b.     Keep city hall restrooms, offices and public areas is such a manner that portrays a professional environment.

Requirements

Minimum Qualifications

A.    Ability to type 50 net words per minute.

B.    Ability to maintain systems of processing various types of records and documents.

C.    Ability to set up and maintain filing systems alphabetically, numerically, chronologically, and/or by subject.

D.    Ability to exercise excellent Customer Service when handling face-to-face interactions with the public and on the phone.

E.     Ability to produce a typed document from a rough draft showing knowledge of the following:  

a.      Standard Letter and Report Design

b.     Grammatical, spelling and punctuation techniques and correct sentence structure.

F.     Ability to proof own work recognizing typing, spelling, grammatical and punctuation errors.

G.    Ability to recognize problems, gather pertinent facts and recommend solutions.

H.    Ability to evaluate self objectively by recognizing own strengths and weaknesses and to accept constructive criticism.

I.      Seek new responsibilities by:

a.      Demonstrating a desire for personal achievement.

b.     Assuming greater responsibility willingly.

J.      Ability to operate a computer, calculator & copier. 

K.    Computer literate and ability to use Microsoft Word, Excel, and Quickbooks. Training in RVS Utility Software will be provided. 

L.     Experience with sending and receiving email and internet functionality. 

M.   Ability to multi-task with efficiency.

N.    Produce information by formatting, inputting, editing, copying text, data, graphics, spreadsheets, and miscellaneous data.

Physical Requirements 

A.    Ability to:

a.      Sit, stand, crouch, and walk.

b.     Lift up to 40 lbs.

c.      Push and/or pull up to 40 lbs.

d.     Bend, squat, kneel, twist, turn, reach above shoulder, reach outward, sit, climb, crawl, use a keyboard.

e.      Vision – Must be able to read fine print and use computer screen for extended periods of time.