City Clerk/Treasurer

CITY OF MONTROSE
_ JOB DESCRIPTION _

CITY CLERK/TREASURER

1. Job Relationships:

A. Responsible to: Mayor, Council and Public.

B. Workers Supervised: Deputy City Clerk.

C. Interrelationships: Must work closely and easily with Mayor, Council, citizens, press,
City attorney and other employees.

2. Responsibilities:

A. Minutes – take and accurately record minutes of all Council meetings; publish
(disbursements must be listed) and post; see that Mayor signs them; make and distribute to Library, Post Office and Connection bank. Send minutes summary
(list of bills included) to the Daily Democrat for publishing no less than fifteen days from the date of the meeting.

B. Agenda – prepare, post and distribute to Mayor, Council, press, attorney, SEIRPC, etc.

C. List of bills to be paid is made for Council monthly – checks must be written, envelopes made out and mailed.

D. Accounts payable – make checks monthly for approved payments. Pay Alliant

Energy (electricity) before a penalty is assessed; employee’s health insurance
must be paid before the 1st of the month.

E. Print and distribute the monthly Financial Report for Mayor/Council/Department

Heads/Library/Youth Activity. Print other monthly financial reports.

F. Treasurer’s Report – Clerk/Treasurer monthly reconciles the bank statement, put information into the “Treasurer’s Report” spreadsheet, print and distribute monthly for Council approval.

G. Ordinances and Resolutions – make sure they are made when necessary; publish and post; make sure copy is recorded in permanent ordinance or resolution book; make sure Code of Ordinances is supplemented when an ordinance is passed and recodified every five years.

H. Purchase, distribute and call for estimates for supplies – for City Hall, Mayor,

Council, water/wastewater plants, fuel, streets, parks, cemetery, etc.

I. Phone Calls and run errands – when calls are received for other employees, clerk or deputy must call them to give messages and make return calls.

J. Receive and call or deliver to Library/Fire Department packages left at City Hall for them when they are not open.

K. Schedule Community Center/Gym Rentals. Distribute key, take rental agreement.
Pay the maintenance person their wages. Communicate on a regular basis with maintenance person as to when the Community Center/gym is rented.

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L. Mail – pick up daily from Post Office; read and make certain it gets to the right person(s); answer inquiries regarding history of Montrose, ancestors who may be buried in Cemetery (these are sometimes referred to Public Works Director), etc.

M. Budget – prepare the budget and try to see that it is carried out within the appropriation. Make budget amendments when necessary. Make sure a copy of
Notice of Public Hearing is published in the Democrat as prescribed by the State.
Make sure copies of the approved budget are sent to the Lee County Auditor as prescribed by the State. All budgets and budget amendments are approved by City
Council.

N. Maintain City Checkbook. Keep track of various department spending. There are currently five savings accounts plus various long-term investments which must be maintained and reconciled monthly with the bank statements. Maintain Fireworks
Commission Checkbook. Communicate with Fireworks Commission

O. Payroll – makes checks and make sure Mayor signs them on time. The street superintendent and his assistant sometimes have overtime. He also works Parks,
Gym and Community Center. These individuals, plus the water/sewer assistant must have their checks figured by percentages (so much from streets, parks, water, sewer, etc); this also has to be done on the monthly and quarterly wage and salary reports. Keep a record of absences (excused/unexcused), sick days, holidays, and vacation time used by employees. Mayor is paid once per month and Council is paid quarterly.

P. Wage & Salary Reports – monthly: IPERS reports; FICA/Federal Withholding tax report; State Withholding tax report. Quarterly: Federal Withholding; State
Withholding, Unemployment Compensation reports.

Q. Prepare W-2 forms and accompanying reports and deliver to employees by

January 31st of each year. Must be filed with Business Services online by January
31st of each year. Call Civic Systems to help with State’s Withholding.

R. Library – pay employees, deposit library monies and make their payments.

Prepare Library Financial Report

S. Fire Association – make a one-half lump sum payment to the association in June and December according to what is budgeted for fire protection. They will give us their budget in January or February every year.

T. Fireworks Commission – receive and deposit revenue. Balance the Fireworks

Comm. Checkbook. Communicate with Fireworks Commission on checkbook balance. Pay the Fireworks Commission expenses.

U. Youth Activity – receive and deposit revenues. Write checks for purchases. Order items when needed. Set up tax exempt certificate for various companies to receive goods tax free. Communicate on a regular basis with the YA President.

V. Planning and Zoning/Board of Adjustment – take P&Z and BA requests. Set up meetings with Planning and Zoning or Board of Adjustment, send letters to members and to required property owners, publish public notices in newspaper, work closely with Planning and Zoning/Board of Adjustment members. Attend meetings when required.

W. Other Reports – Monthly Water Excise tax report; quarterly sales tax report on sewer taxable collections; quarterly Water Excise tax report; annual “Street

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Finance Report” (this is a report of Road Use Tax revenue and expenditures);
“Annual Survey of Government Employment to Bureau of Census (number of employees in each activity, including Library, payroll amount for each, how frequently employees are paid); annual “Report of Building Permits issued and
Local Public Construction” to Bureau of the Census (breakdown of various typed of construction and cost); “City Annual Financial Report” to Auditor of State (report beginning balances, revenues, expenditures, investments, ending balances; has to be published); annual “Water Quality Report” distributed to all water customers in the City and two copies to the Iowa Department of Natural Resources. Failure to make reports in a timely manner can cost the city road use tax or local option tax money.

X. Billing and Collecting – approximately 340 water/sewer bills are sent to residents per month – these are all done with computer software. An average of fifteen shut- off letters per month is sent to delinquent customers. Collect deposits and service charges, make refunds – take time to explain billing to customer if they think there is a discrepancy (some customers get pretty nasty); bank deposits must be figured and made almost daily; bill amounts must be broken down (sales tax, metered or unmetered water, taxed or non-taxed sewer, garbage, integrated waste fee; service charges and penalties) and posted as such; records have to be maintained of water/sewer deposits and refunds.

Y. Water G. O. Bond principal and interest – due in December and June of each year to Banker’s Trust. The check is written (money withdrawn from Water Debt Service savings account) and sent to Banker’s Trust.

Z. Checks must be listed and posted to various funds in spreadsheets.

AA. An audit is done every few years from the State. Clerk must work with auditors and provide required information before auditor arrives and upon request.

BB. Cemetery – prepare Interment Rights Agreement and have them signed and stamped with City seal; give to purchaser after collecting lot fee; research burial information requests.

CC. Pet tags – make license receipts for corresponding tag; collect and deposit fee; make list of pet (tag numbers, description and owner) for Chief of Police; verify proof of rabies certificate. Order receipt books and tags in July of every year. Put out notice for license purchase beginning October 1st of every year.

DD. Golf Carts/ATV/UTV – order stickers from IPI in February to begin selling beginning of April. Receipt the money into Road Use Tax on the receipts, deposit into checking account.

EE. Maintain files and dispose of outdated files.

FF. Handle incoming and outgoing correspondence.

GG. Various permits – beer/liquor license; cigarette permits; building permits and demolition permits. Deposit revenues. All go into general fund.

HH. Janitor of City Hall – includes shoveling snow if Public Works Director or assistant is unavailable. Clean City Hall when needed (also applies to Deputy Clerk.

II. Handle complaints from citizens personally, or refer to appropriate department.

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JJ. Maintain and update inventory of all City property in City Hall.

KK. Typing required by Council and Mayor for City business.

LL. Performing special tasks as assigned my Mayor or Council.

MM. License new vehicles.

NN. Email – check email hourly, respond if needed.

3. Educational Requirements:

A. High School education or equivalent.

B. Working knowledge of bookkeeping and accounting procedures.

C. Office skills – answering two-line telephone, typing, filing, taking notes, photocopying, faxing, computers and related tech support/troubleshooting.

4. Personal Requirements:

A. Must have the ability to organize work and do it promptly.

B. Ability to transact business effectively over the telephone and internet as well as in person.

C. Ability to deal effectively with others – a pleasing personality, tactful and resourceful is required since the clerk is the frontline of the City’s public relations. This means also being able to be firm but courteous, avoid idle talk on City business so as to avoid controverting
Council policy since the Clerk is responsible to the Council.

D. Must have the ability to get along with fellow employees.

E. Ability to handle money accurately, both cash and checks.

5. Hours of work required – hold office hours seven hours per day, five days per week.

Revised February 2020

Disclaimer

All duties and requirement in this job description have been determined by the employer to be essential job functions and are consistent with ADA requirements and are representative of the functions that are necessary to successful job performance. They may not however, reflect the only duties performed. Employees in this job class will be expected to perform other job-related duties when it can be reasonably implied that such duties do not fundamentally change the basic requirements, purpose or intent of the position.

Deputy City Clerk will act only in the physical absence of the City Clerk with specific instruction from the City Clerk, Mayor or City Attorney. Physical absence shall mean: out of town at a meeting or on vacation, hospitalized or deceased. Cross training is emphasized.

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Job Type: Full-time

Pay: $40,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Required)

Language:

• English (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person