City of Fifty Lakes Hiring for City Clerk/Treasurer at Fifty Lakes, MN Full Time

City of Fifty Lakes Position Description
Clerk/Treasurer
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Effective Date: FEBRUARY 2016

CITY OF FIFTY LAKES
POSITION DESCRIPTION

Clerk/Treasurer – Exempt

DEPARTMENT: SUPERVISOR: SUPERVISES:
Administration City Council Deputy Clerk

NATURE OF WORK:
As the City Clerk, personally performs or directs, manages, supervises, and coordinates the activities and operations of the City Clerk’s office, including preparation and recording of the activities and decisions of the City Council and codification and maintenance of official City records; administers municipal elections; coordinates assigned activities of City departments and outside agencies; and provides highly responsible and complex administrative support to the Mayor and City Council. As the City Treasurer, performs high-level accounting duties in the maintenance and control of municipal finance operations, including budget preparation, receipts and disbursements, insurance, payroll, investments and the preparation of related financial reports, and oversees accounting of municipal liquor operations.

ESSENTIAL FUNCTIONS OF THE JOB:
Administrative:
Timely codify, maintain and implement the ordinances, agreements, resolutions, minutes and policies of the Council

• Attend all Council meetings and keep accurate records of all Council proceedings
• Handle all correspondence on behalf of the Council and ensure all City agreements, contracts, and other legal documents are signed and recorded, associated records and documents are obtained
• Prepare agendas and execute any assignments given by the Council
• Post and publish notices, ordinances, public hearings and resolutions as required
• Research and obtain information for Liability, Worker’s Compensation, Health, Dental and

Dramshop Insurance for the City

• Conduct investigation and process proper paperwork for Liquor Licenses
• Keep records of rentals of Community Center, tables and chairs
• Keep abreast of all state and federal laws and regulations that affect the City
• Administer Oaths or affirmations.
• Work closely with the City Attorney on potential or pending legal matters
• Collect, record and process all address requirements for the County
• Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures.
• Serve as Responsible Party for MN Government Data Practices Act purposes, including overseeing and managing the City’s records management program to properly maintain, dispose and preserve and make available as required by law all official City documents
• Oversee administration and operations of liquor establishment
• Manage the Village Post Office, maintain inventory and sale of postage, including refresher training every two years, and work closely with Host Administrative Office (Crosslake)
• As non-voting member of Fire and Rescue Review Board, attend, schedule and maintain accurate records of meetings and execute assignments given by Board.

City of Fifty Lakes Position Description
Clerk/Treasurer
Page 2 of 4
Financial:

• Handle all receipts and disbursements in regards to all City funds
• Prepare and maintain all financial reports
• Reconcile checking accounts, savings accounts and CD accounts
• Prepare annual budget reports
• Execute and track budget and actual expenditures throughout the year
• Insure monies are properly invested at all times
• Maintain cash flow
• Review and pay all invoices that come into the City
• Prepare all annual financial reports for the City Auditor
• Distribute tax settlements received from the County Treasurer

Personnel:

• Plan, direct, coordinate and review the work plan for assigned staff within Clerk’s office and other assigned departments; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems
• Assist Council in selecting and evaluating assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures as advised by the Council.
• Recommend appropriate service and staffing levels, as well as training and development goals
• Maintain all employee files
• Process payroll for all employees bi- weekly
• Process compensation for Council members quarterly or annually, as requested by Council member
• Calculate deductions (health, dental and life insurance)
• Prepare quarterly federal and state tax reports
• Prepare year-end tax reports
• Maintain records for vacation and sick time accumulations
• Maintain and distribute security codes and keys for all personnel

Customer Service:

• Greet and provide information for residents and visitors to City Hall
• Respond to incoming phone calls and visitor questions
• Notarize documents, and provide photocopies and fax documents as needed by Council members and other visitors to City Hall
• Collect and disburse all incoming mail, e-mail and telephone correspondence to appropriate employees and or the Council members
• Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures.

Planning and Zoning:

• When required attends planning and zoning meetings
• Provide information for permit, variance, conditional use, and subdivision applications
• Inform and collect all permit fees
• Respond to questions regarding planning and zoning permits
• Transmit information to realtors and or residents for plat information and septic information
• Complete forms submitted by financing companies regarding assessments owned on property parcels

City of Fifty Lakes Position Description
Clerk/Treasurer
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Liquor Store – Bar & Bottle Shop

• Maintain a cost of inventory report
• Prepare monthly sales analysis
• Conduct a complete physical inventory on January 1
• Reconcile and prepare bank deposit from store sales twice weekly
• Reconcile credit card sales
• Transport monies to the bank and obtain change for bar and ATM reimbursements
• Conduct audits on cash bags and ATM machine
• Maintain records of all disbursements and receipts

Elections:

• Obtain a minimum of 4 hours of election training per election
• Oversee all Federal/State/City elections, working with the Crow Wing County Auditor’s office on all elections.
• Recruit and supervise election judges
• Oversee that all election judges attend 2 hour training class
• Transport and certify all election results to the Crow Wing County
• Publish legal notices of Candidacy Filing (dates), accept Affidavit of Filing forms, collect fee
• Prepare publications of Primary and General Elections, post notices, post sample ballots, prepare

Precinct floor layout, retrieves Election materials from Crow Wing County,

• Prepare election equipment, conducts a Public Accuracy Test, and notify Crow Wing County the names of candidates or questions for the ballot.
• Canvass the results, prepare resolution tallying up the votes

REQUIRED KNOWLEDGE AND ABILITIES:

• Ability to display a courteous and positive attitude and excellent customer service
• Ability to communicate effectively in person, over the phone, in writing and in public at Council meetings
• Ability to plan, organize, direct and participate in the services of a City Clerk’s Office
• Ability to oversee, direct and coordinate the work of staff
• Ability to prepare clear and precise administrative and financial reports
• Ability to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Ability to identify and respond to community and Council issues, concerns and needs
• Knowledge of operational functions, services and activities of City Clerk’s Office
• Knowledge of principles and practices of municipal budget preparation, accounting and administration
• Knowledge of principles and practices of administrative management including document and records management

Knowledge of MN Data Practices Act, Open Meeting Law, election laws, and other state and federal laws that affect the CityKnowledge of City ordinances, resolutions and policies
CONDITIONS OF EMPLOYMENT:

• Ability to establish and maintain cooperative working relationship with City officials and City staff, state and federal agencies and the general public.
• Attend and present reports at all Council Meetings.
• Comply with organizational and departmental policies.

City of Fifty Lakes Position Description
Clerk/Treasurer
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WORK SCHEDULE:
Monday through Friday, plus some evenings when City Council and Board meetings take place, typically
30 – 40 hours per week.

PHYSICAL DEMANDS/ WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, which are primarily office, non-manual tasks.
However, the work requires the employee to be physically present at the office or City Council chambers, and to attend various meetings and greet visitors to City Hall. The position also requires the ability to maintain concentration and attention to detail, to use various office equipment, and to occasionally lift boxes and other objects. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM EDUCATION/EXPERIENCE REQUIREMENTS:
An Associate’s degree is required, and a Bachelor’s degree is preferred. One to three years of experience in administrative capacity or financial/accounting position for a small to medium size organization is required, and the same experience with a governmental entity is preferred.

The duties listed above are intended only as an illustration of the various types of work that may be required. The omission of any specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee; the job description is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Type: Full-time

Pay: $24.00 – $30.00 per hour

Physical setting:

• Office

Schedule:

• Monday to Friday

Work Location: One location