Description

Responsibilities require an advanced level of skills to serve as secretary to the Mayor and city council.  Provides legal and proper notice of all official meetings, notices and ordinances and elections.  Custodian of the minutes of the city council meetings and performs other duties as provided by law, accounting, finance and admin work in the administration of city government.  Supervises clerical staff.  Under the direction of the Mayor and city council.  Must have necessary skills to perform duties, including but not limited to job functions listed below in order to maintain an acceptable level of public service.

Requirements

• HS diploma or GED equivalent
• Minimum 4 years of admin experience, including support to an executive-level admin (or equivalent combo of education and experience)
• Proficient in PC use with advanced skills in MS Office (Word, Excel, PowerPoint, Access, Outlook, Teams)
• Proficient in Quickbooks including payroll processing
• Proofreading skills with attention to detail
• Must have (or obtain) Notary Public
• Manage multiple tasks by priority and work independently 
• Strong decision making, perform well under pressure
• Professional, kind and respectful demeanor with the public
• Available to attend evening city council meetings
• Plan, prepare and post agendas for regular and special council meetings
• Prepare and post all legal notices, public hearings and bidding process as provided by law
• Plan, organize and establish as provided by law procedures to maintain meeting minutes, ordinances, and resolutions passed by city council.  Maintain official files and official documents and records for public record.  Serve as custodian of public documents and all other records requiring certifications and/or seal.  Attestation to all ordinances, resolutions, contracts, easements, deeds, bonds, any documents requiring city certification and filing of all city records.  Provide public records and info to public as requested
• Coordinate and conduct all city elections.  Administer oath of office to public officials
• Annual budget preparation for Mayor and city council review and input and execution, monitoring revenues and expenditures daily to ensure fiscal condition.  Inform Mayor of financial condition of each department.  Maintain all financial records and prepares financial reports.  Reconcile all accounts.  Journal entries made for all accounts
• Prepare and issue bi-weekly payroll.  Prepare and submit 941 reports per pay period.  Maintain all personnel files, with vacation, sick leave, termination, hires and wage increases
• Investment officer for the city with bi-annual training
• Manage and maintain retirement fund (TMRS) for all employees
• Manage health insurance for all employees
• Manage property and liability insurance for the city and all workers comp insurance
• Manage water, sewer and garbage billing and payment processing
• Custodian of all grant projects and funds involved
• Serve as municipal court clerk, maintain court records, process citations, prepare complaints, warrants and prepare dockets for trials.  Collect fines, fees, court costs and bonds
• Prepare and submit OCA reports
• Maintain confidentiality of all court records and proceedings
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