Job Title: City Clerk
Position Type: Full Time /Salaried
Reports to: Mayor, Robyn Pynenburg
Hours: 8:00 am- 4:30 pm *as needed
General Statement of Duties:
Under the administrative supervision of the Mayor, the City Clerk performs highly responsible, administrative, financial, clerical duties, serves as clerk to the City Council and manages confidential documents. The position provides support and/or oversees the areas of policy review, hiring/recruiting, and benefits management. The City Clerk keeps all personnel records according to the City, State and Federal guidelines, oversees the retirement and insurance benefits. The City Clerk is expected to exercise considerable independence and personal discretion in conforming with City ordinances and policies.
Essential Functions:
City Clerk Responsibilities
- Maintains control of all fiscal, and legal records, including all fiscal records for auditing purposes
- Prepares the annual budget and maintains city finances and reporting.
- Attends the City Council meetings a minimum of 2 times a month, prepare, and distribute agendas, take minutes, and publicize all information which is required to be publicized by the law.
- Types and prepares the Council minutes for the agenda and for signature.
- Prepares and posts notices of public meetings and hearings. Also notifies news media of scheduled meeting.
- Manages and runs payroll biweekly on Mondays through Paychex payroll system.
- Oversee compliance and ensure compliance of all City ordinances and policies on the Sunshine Laws of the State of Georgia.
- Records and files all City bid documents, contracts, and agreements.
- Executes all ordinary documents on behalf of the City when a Clerk's signature is needed.
- Documents and publishes ordinances and resolutions. Help ensure that the process of creating an ordinance or resolution follows any legal procedures and processes. They help create the documents, distribute them or amendments and revisions, and publish them for the public to see when such documents are subject to public inspection, public release, and open records laws.
- Manages public records. To ensure transparency, Clerks are tasked with keeping public records and overseeing any open records request.
- Clerks organize, keep, archive, and remove records according to Georgia law and the city's records retention schedule.
- Maintains records of procedures, minutes, ordinances.
- Maintains City Charter and Code.
- Maintains a complete set of laws, ordinances, standards, and codes adopted and enforced by the City.
- Prepares supplements to the City Code of Ordinances and Charter.
- Qualify candidates and help coordinate election information, communication, and processes.
- Collects and manages documents related to ethics filings for political candidates including campaign contributions and financial disclosure.
- Makes sure all City documents are signed and/or notarized.
- Acts as custodian of the City Seal and affixes its impression on documents whenever needed.
- Countersign checks for the City.
- Manages the Issuance of Business, Insurance and Alcohol Licenses applied/issued within the city.
- Tracks and reports to the Bureau of Alcohol and Firearms all licenses sent annually to the businesses that sell alcohol. Track the Occupational taxes fees needed from Liquor store owners and business owners that serve alcoholic beverages. Prepare and send annual reports to State.
- Serves as contact for GMA Workers’ Compensation program.
- Serves as the Secretary for the GMEBS Pension Plan
- Aids with the sale of cemetery plots.
- Maintains files on City equipment. Communicates and updates with insurance carrier when equipment is bought or sold.
- Aids in answering the telephone when needed.
- Fields calls for the Mayor and routes public complaints.
- Maintains the Personnel Policy Handbook and makes the changes the governing body has approved and adopted.
- Attend all required classes and obtain City Clerk’s Certification.
- Prepares reports or does research at the request of the Mayor or City Council.
Accounts Payable Responsibilities
- 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, prepares budget and manages all accounts payable and receivable.
- Monitors all income and expenses. Reviews all invoices, purchase orders for proper documentation and approval prior to payment.
- Audit and process credit card/WEX bills and payments.
- Prepares a monthly balance sheet for Council review to include balances of bank accounts, unprocessed checks of all accounts income and expense to ensure the balances are within the City’s budget.
- Prepares list of expenses monthly for council review, approval, and payment.
- Prepares monthly and quarterly financial reports if needed for loans, grants, or temporary notes to the County, State, or Federal office.
- Set up new employees with account access codes for WEX fuel as needed and remove terminated employees from accounts.
- Process Per Diem as needed for employees traveling to training classes.
- Ensure all accounts paid come from a properly budgeted account.
- Manages and maintains accounting software which is currently QuickBooks Enterprise
- Receives and processes all accounting, deposits, payments, and adjustments.
- Manages/Pays the city bills monthly.
- Maintains all accounts within the government accepted accounting practices.
Human Resources Clerk Responsibilities
- Process new employees, termination, and promotion. Ensure all forms are correctly completed and received.
- Set up a new employee account for new personnel on the Paychex FlexTime system to track daily work hours.
- Ensure all new employees are offered a chance to read the personnel policy handbook and sign the required forms.
- Distribute timecards, door cards, keys, and other payroll forms.
- Verify vacation, sick, health insurance, life insurance changes are made.
- Develop, manage, and maintain comprehensive payroll records.
- Ensure compliance with federal and state regulations and guidelines.
- Track Vacation and Sick time per pay period.
- Ensure accountability of all blank checks and order new checks when needed.
- Maintain all personnel records, with application, health insurance forms, evaluations, tax forms, pay rates, hiring information and unemployment information.
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 well within one (1) year of employment. Some experience in Accounting or Public Finance would be helpful.
General: Ability to read and understand complex instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Education: The employee is expected to have at a minimum, high school or equivalent and some college.
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 would be helpful. The employee must have strong budgetary skills and be able to read and interpret various reports that are used in the day-to-day operations of the city. The employee must be able to use effectively and efficiently computers, printers, fax machines, copiers, adding machines/calculators and telephones. Should have excellent supervisory, organizational, public relations, oral and written communication skills.
Problem Solving: Problem solving is a key factor in this position. Problems include finding errors in budget reports that do not balance. Daily decisions must be made with respect to investments, accounting procedures, account balances. Other problems include customer complaints or concerns that must be considered. Prioritizing daily work and performing daily duties in the most efficient manner makes a smoother and less stressful workplace.
Decision Making: The ability to make sound decisions in this position is crucial. The most complex decisions are related to the budget. Daily decisions must be made with respect to accounting procedures, and citizen concerns and requests.
Supervision: The City Clerks reports directly to the Mayor however is independent in deciding what tasks are to receive priority each day. Other work tasks are often decided by the Mayor, or City Council.
Financial Accountability: The City Clerk manages city resources and administrative equipment. This employee has authority to purchase equipment, supplies, etc. up to a predetermined amount without approval. The City Clerk manages revenue generation and expenditure control and is a direct participant in the annual budget process.
Personal Relations: This position is in daily contact with other employees at all levels of employment within the city and is also in daily contact with the city's elected officials, public and citizens of Warm Springs.
Working Conditions: This position works in an office environment.
Physical Requirements: This position requires limited physical activity to perform daily tasks. While performing the duties of this job, the employee must often stand, walk; sit; use hands and fingers to handle, or feel objects, tools, or controls; reach with hands and arms; talk or hear.
The employee must occasionally lift and/or move up to twenty-five pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Additional Skills:
- Experience with Quickbooks Enterprise, Microsoft Office: Word, Excel, SharePoint, Outlook, OneDrive, and Adobe Acrobat products preferred.
- Experience with website maintenance preferred.
- Experience as a City Clerk
- Demonstrated secretarial and clerical skills.
- Excellent overall command of the English language, both orally and in writing.
- Thorough working knowledge of city laws, ordinances, regulations, and operations preferred.
- Knowledge of Council-Administrator form of government, Robert’s Rules of Order and history/general characteristics of City of Warm Springs preferred.
- Demonstrated reliability, thoroughness, punctuality, and excellent attendance record.
- Demonstrated ability to work under pressure.
- Pre-employment screening consists of a criminal background check and drug testing.
- Demonstrate an elevated level of professionalism, initiative, resourcefulness, and personal accountability to represent the City of Warm Springs
Application Process:
Complete resume and application online through indeed. To request additional information or request an application, email [email protected] or call Warm Springs City Hall at 706-655-9096
Job Type: Full-time
Pay: $45,000.00 - $47,000.00 per year
Benefits:
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
Work Location: In person
