Deputy Clerk

JOB SUMMARY: Under direction of the City Clerk, City Council, and Mayor, this position is responsible for a variety of daily clerical tasks, including but not limited to Utility Billing, Accounts Payable, Payroll, Accounts Receivable, Document Retention, Customer Service, Meeting Notes & Minutes, Office Inventory and Supplies, and various secretarial tasks. This position was created to provide support to the City Clerk and to ensure the continuation of administrative services. Additionally, this position will enhance the ability of the city to provide checks and balances and separation of duties for financial auditing compliance.

ESSENTIAL DUTIES & RESPONSIBILITIES: The following duties are normal for this position and are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

· Answer phones, respond to emails, and communicate with the public on a regular basis

· Word, Excel, Outlook, G-Works Software, Front Desk

· Coordinate with Public Works to ensure timely distribution of utility bills utilizing various technologies and software

· Assist public works with the distribution of communication and other reporting

· Knowledge and ability to perform financial reporting including month end reconciliation

· Collection of delinquent accounts

· Receipt management

· Solve issues related to customer bills and general city customer complaints

· Invoice entry and maintenance

· Ensure proper time tracking and ability to perform semimonthly payroll

· General ledger entries and maintenance

· Assist in the creation of formal documents including council and citizen communication

· Publish public notices and general information and maintain city websites and social media

· Attend council and committee meetings, take and publish minutes

· Attend all required safety, instructional, and professional development classes

· Other duties as assigned

· Clocks in and out of work utilizing the Cities mobile time tracking software

· Maintains a neat and professional work area

· Maintain City’s image at all times by being courteous and professional

MINIMUM REQUIREMENTS (includes but not limited to):

Education:

· High school graduate

Licensure:

· Valid Driver’s License

· Ability to obtain IMFOA Municipal Clerk Certification

PREFFERED QUALIFICATIONS (includes but not limited to):

· Associate degree

· Previous experience working in a clerical environment with invoicing and collections

· Previous experience working for government entity

· Municipal or Clerical Certifications

MENTAL COGNITIVE SKILLS/ABILITIES:

· Demonstrate the knowledge and skills necessary to interact appropriately and utilize various Microsoft Office Applications: Word, Excel, and Outlook.

· Ability to organize work, exercise good judgment, maintain good interpersonal relationships and adapt to change.

· Ability to communicate clearly, write and print legibly and use appropriate grammar and spelling.

· Ability to maintain records and prepare reports.

· Maintain contact with other agencies and departments and answer inquiries from customers

· Understands and follows oral and written instructions.

PHYSICAL DEMANDS (includes but not limited to):

Constant: Visual acuity, hearing, standing, walking, driving, talking, pushing, pulling, sittings, grasping, feeling, reaching, stooping, climbing, lifting objects up to 10 pounds,

Occasional: Lifting objects 10-25 pounds, bending, kneeling and crouching, sitting and or standing for periods greater than 30 minutes,

Pay: $18.00 - $20.00 per hour

Benefits:

• Flexible schedule
• Retirement plan

Work Location: In person