City Clerk/Treasurer

City of Midway | Midway, KY

Date Posted: 9/28/2022 3:04:31 PM

Description:

Title: City Clerk/Treasurer

Supervisor: Mayor Supervises: All Employees Assigned to the Office Position Characteristics: Under the general direction of the Mayor, organizes, manages, directs and evaluates all activities, programs, and employees of the City’s Administrative Offices; Assists Mayor in the administration of the City’s budgets; Serves as custodian of the city’s records; Serves as custodian of the seal of the city; Prepares bills/notices and processes payments for taxes, licenses, fees, and other revenues; Responsible for accounts payable, payroll and federal, state and local taxes; Performs related duties as required. The City Clerk/Treasurer exercises considerable initiative, skill and professional judgment.

Essential functions:

1. Plans, organizes, directs, coordinates and evaluates all activities and programs of the office.
2. Prepares agenda for Council and committee meetings; attends regular and special Council meetings.
3. Prepares and maintains complete and accurate minutes of Council proceedings and records them in appropriate books.
4. Maintains all ordinances, orders and resolutions of the Council
5. Maintains all records of the City not assigned to another office.
6. Serves as custodian of the seal of the City.
7. Ensures that all ordinances meet publication requirements and are codified as required.
8. Assists the Mayor in the preparation of the annual budget for review by the City Council.
9. Monitors departmental budgets and purchasing for all departments and prepares weekly financial reports for the Mayor and City Council.
10. Maintains and protects the integrity of all records on City computers.
11. Ensures daily deposit of funds and/or makes daily bank deposits.
12. Forwards delinquent accounts for collection.
13. Ensures the preparation and maintenance of accurate accounts receivable and accounts payable.
14. Ensures preparation, proofing and forwarding of notices, including property taxes, net profits and occupational taxes, and other licenses, fees and revenues.
15. Processes payments and issues receipts and licenses.
16. Reviews invoices and prepares or ensures preparation of payment for City expenditures; Ensures all expenditures are charged to appropriate fund.
17. Prepares and/or ensures the preparation of timely financial reports for the Council.
18. Performs research for the City Council as well as reasonable requests from the public.
19. Balances and reconciles bank statements and maintains City’s general ledger.
20. Assists Mayor in administering investment programs.
21. . Administers employee benefits programs.
22. Ensures that required monthly, quarterly, and/or annual reports are prepared for federal, state and local agencies.
23. . Administers insurance programs and requirements.
24. Receives inquiries and/or complaints from the public and attends to their disposition or forwards to appropriate personnel/officials, as appropriate.
25. Answers questionnaires and surveys.
26. Opens and distributes mail and prepares correspondence as needed.
27. Assists Mayor in coordination of City government.
28. Prepares pre-meeting and meeting packets.
29. Ensures required monthly rental revenues are received.
30. Prepares records and documentation for annual financial audit and works with auditors.
31. Prepares sewer permits and maintains documentation.
32. Administers Drug Free Workplace Program per policy and maintains the City’s Personnel Policies and Handbooks.
33. Maintains required educational requirements for City Clerk/Treasurer position and attends training for continuing education. Minimum

Qualifications: Training and Experience: Graduation from high school or equivalent supplemented by five (5) years directly related work experience; or a bachelor’s degree in Accounting, Business Administration, Public Administration, or closely related field supplemented by three (3) years related experience. Certification/Licensing Requirements: Certified Municipal Clerks designation must be obtained within four (4) years from the date of hire. Must maintain this designation in good standing.

Special Knowledge, Skills, and Abilities:

1. Thorough knowledge of the legal requirements relating to recording and management of official minutes and records.
2. Thorough knowledge of parliamentary procedures for Council meetings.
3. Thorough knowledge of theories and practices of municipal fiscal administration.
4. Knowledge of computer hardware and software.
5. Thorough knowledge of laws and ordinances governing fiscal record keeping.
6. Thorough knowledge of accounts receivable and payable preparation, distribution, and reporting.
7. Thorough knowledge of City banking practices.
8. Knowledge of modern office practices, procedures and equipment.

Skills:

1. Skill in the use of computers and other office equipment.
2. Effective written and verbal communication skills.
3. Effective organization skills.
4. Effective supervisory skills.

Abilities:

1. Abilities to supervise office staff while assisting with required duties.
2. Ability to efficiently use computer hardware and software.
3. Ability to make arithmetic calculations accurately and efficiently.
4. Ability to prepare and maintain records efficiently and accurately.
5. Ability to communicate effectively, orally and in writing.
6. Ability to deal tactfully with the public.
7. Ability to establish and maintain effective working relationship with City officers and employees, and the general public.

Additional Requirements:

• Must use own judgment most of the time.
• Must frequently refine existing work methods and new techniques, concepts and programs within established limits or policies.
• Review generally limited to oral and written reports.
• Continual analysis of figures, trends and results of all kinds that directly affect the policies of the City.
• Work is typically performed while sitting at desk; lifting light objects (up to 25 pounds).
• Frequent public and private contacts requiring tact and diplomacy.
• Regular and appropriate use of confidential information.
• Must meet bonding requirements, job-related requirements and qualifications in effect at the time of appointment and must pass any job-related qualifying examination that may be prescribed.
• Mental Effort: High.
• Interruptions: Constant.
• Availability: Must be able to attend meetings during evenings and weekends.
• Overtime Provision: Exempt.

Salary Information: $45,000.00 - $55,000.00
Application Deadline: 09/30/2022

Employment application can be found on the City of Midway website at www.meetmeinmidway.com. Under the Government dropdown, select Forms, select Employment Application. Complete application and return by mail to: City of Midway, P.O. Box 4275, Midway, KY 40347; or email to Sonya@meetmeinmidway.com; or drop at City of Midway City Hall located at 426 South Winter Street, Midway, KY 40347. Office hours are 8:30 am to 4:30 pm Monday – Friday. There is also a drop box located at City Hall for after hours. Please include a cover letter, complete resume, and letters of recommendation with your employment application. If you have any questions, please contact Assistant City Clerk Sonya Conner at 859-846-4413 between the hours of 8:30 am and 4:30 pm, Monday through Friday. You may also pick up an application at 426 South Winter Street, Midway, KY 40347 between the hours of 8:30 am - 4:30 pm.

Grayson Vandegrift
Mayor
P.O. Box 4275, 426 South Winter St.
Midway, KY 40347