Rules and regulations concerning the natural gas utility require the administrative department to pass a pre-employment drug test. Random drug tests are also given during the employee’s tenure.
POSITION SUMMARY:
Under the administrative supervision of the Mayor, the City Clerk and Deputy City Clerk perform highly responsible, administrative, financial, and clerical duties. Both employees maintain and provide for proper planning, accounting, and control of all municipal fiscal and legal records. As a city officer, the City Clerk is the official custodian of municipal documents and is responsible for various city financial records. The Deputy City Clerk shall perform those duties assigned to that office by the City Clerk. The Deputy City Clerk shall become the acting City Clerk and fulfill the duties of that office in the absence of the City Clerk. Employees in these positions have a substantial amount of public contact regarding the furnishing of information concerning city ordinances and policies. The City Clerk and the Deputy City Clerk are non-exempt employees under FLSA.
ESSENTIAL FUNCTIONS:
- Maintains day-to-day review of city’s financial position, including ensuring that all city monies deposited in a financial institution are secured with proper pledged securities, assists with budget preparation and is responsible for all accounts payable and receivable;
- Maintains control of all municipal, fiscal, and legal records, including all fiscal records for auditing purposes, municipal documents, bond issues, and transfer payments on bonds;
- Compiles financial records monthly;
- Maintain personnel and payroll records, monitor payroll hours;
- Compiles monthly and quarterly summaries of payroll for accounting and tax purposes;
- Furnishes information to public via open records requests in accordance with the Kansas Open Records Act;
- Administers oaths of office to relevant elected and appointed officials and is custodian of the official city seal;
- Attends all meetings, assists in agenda preparation, records official transactions and proceedings of council meetings, and ensures compliance with the Kansas Open Meetings Act;
- Monitors operating procedures, data processing, and reviews monthly statements, receipts, and expenditures to ensure adherence to city budget;
- Coordinates with the County Election Officer, and works closely with elections, notices, and registrations;
- Works with auditors during annual audits;
- Maintains custody of all ordinances and other official documents/records and serves as the city’s Freedom of Information Officer;
- Serves as the designated KPERS agent;
MARGINAL FUNCTIONS:
- Issues and maintains licenses and permits;
- Maintains records of all active city boards;
- Engages in the resolution of any conflicts that may arise between various parties;
- Administers grant monies and collects utility payments;
- Performs dispatch services for utility and police departments;
- Performs other duties as assigned and as deemed necessary;
City Clerk / Deputy City Clerk
POSITION REQUIREMENTS
Experience: Six (6) to nine (9) years of similar or related experience is recommended. The employee is expected to have acquired the necessary skills and information to perform the job reasonably well within one (1) year of hiring.
Education: The employee is expected to have at a minimum, a relevant technical degree.
Technical Skills: In addition to the minimum education requirements described above, the employee must have a thorough understanding of accounting, including strong working knowledge of GAAP, and a background and understanding of state statutes as they apply to municipalities. Some knowledge of business and tax law is helpful. The employee must have strong budgetary skills, and be able to read and interpret various reports that are utilized in the day-to-day operations of the city. The employee must be able to utilize effectively and efficiently computers, printers, fax machines, copiers, adding machines, typewriters, postage machine, office telephone systems, two-way radios, and pagers. Excellent oral and written communication skills are required.
Problem Solving: Problem solving is a factor in this position. Problems include finding errors in reports that do not balance, handling citizen complaints in a fair and consistent manner, identifying and correcting errors in utility bills, and making sound fiscal decisions as they relate to budget. All must be dealt with in an effective and professional manner.
Decision Making: The ability to make sound decisions in this position is crucial. The most difficult decisions are related to the budget and are obviously fiscal in nature. Daily decisions must be made with respect to investments, accounting procedures, and citizen concerns/requests.
Supervision: This employee does not have supervisory responsibilities over subordinate personnel. The City Clerk is also largely independent in determining what tasks are to receive priority as many of the duties of the City Clerk are established in Kansas Statutes. Additional work tasks are often determined by the Mayor or City Council, and occasionally by other department heads.
Financial Accountability: The City Clerk and Deputy City Clerk are directly responsible for city resources and equipment. This employee has authority to purchase equipment, supplies, etc. up to a predetermined amount without prior approval. The City Clerk and Deputy City Clerk are also required to be bonded, responsible for revenue generation and expenditure control, and are direct participants in the annual budget process.
Personal Relations: These positions are in daily contact with other employees at all levels of employment within the city, and are also in daily contact with the city’s elected officials and the general public. The employee also interacts on a weekly basis with elected officials from other organizations/government entities.
Working Conditions: This position works in an office environment.
Physical Requirements: This position requires limited physical activity to perform daily tasks. The employee must be a qualified voter of Linn County, Kansas.
The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to successfully perform the job.
Apply Here:
https://www.cityoflacygne.org/employment
