CITY CLERK-TREASRUER JOB POSTING

JOB DESCRIPTION:

This position combines the responsibilities of both the City Clerk and City Treasurer, requiring a high degree of professionalism, confidentiality, and precision. The City Clerk-Treasurer ensures the accurate management of city records, financial operations, and compliance with applicable local, state, and federal laws.

The City Clerk-Treasurer is responsible for all operations pertaining to the City Finance and Revenue department. This position must monitor and control public funds in a dependable, scrupulous, and accurate manner, in keeping with established federal, state, and municipal guidelines. The Clerk-Treasurer performs administrative work conducting the daily business activities of the city including financial management and statutory clerk functions.

The Clerk-Treasurer prepares budgets, implements city policies, prepares agendas, executes any assignments given by the council and mayor, attends and participates in council meetings (which normally occur in the evening), keeps records of all council proceedings, has official responsibility for accounting for all receipts and disbursements in regards to city funds, is responsible for all clerical records, prepares a variety of financial records, is responsible for Human Resources, overseeing payroll and investments, prepares annual financial reports, public records requests, receives complaints and information from the public and transmits to staff and/or council to process as needed.

SUPERVISION RESPONSIBILITIES:

This position is a supervisory position. The City Clerk-Treasurer supervises clerical positions within the administrative department. This position proactively leads and supervises assigned operations to achieve goals within available resources; plans and organizes workloads and staff assignments. This person needs to be punctual and lead by example.

ESSENTIAL FUNCTIONS:

The job duties and responsibilities represented in this job description in no way imply that these are the only duties to be performed. This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. The Clerk/Treasurer may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload. The employee occupying this position will be required to follow any other job-related instructions and to perform any other job-related duties requested by the supervisor.

This job description reflects general details as necessary. Specific duties and responsibilities include, but are not limited to:

Prepares and maintains financial records and annual budget for the City.
Oversee the process of the City’s payroll.
Oversees Accounts Payable and Receivable and balances monthly reports.
Oversee Utility Billing procedures and payments.
Prepare agendas and packets for meetings.
Attends City Council meetings and records proceedings.
Execute assignments given by the mayor.
Human Resources Officer.
Serve as the Public Records Administrator.
Responsible for all clerical records.
Maintains insurance records and files claims.
Maintains official municipal files of contracts, ordinances, and resolutions.
Coordinates and performs services such as risk manager, ADA Compliance Officer, Customer Service Representative, and serves as the City’s Equal Employment Opportunity Representative.
Meets and confers with auditors, officials, utility customers, vendors, community organizations and the public to provide information or referral on questions pertaining to City ordinances, policies, finance and administrative procedures, or other laws and regulations.
Assists departments with grant management.
Interact with and assist legal staff under contract with the City.
Works with the Mayor’s office as Social Media Coordinator.
Maintains City of Flatwoods social media presence with the Mayor’s Office.
Assures staff is sufficiently trained, including redundancy in critical skills.
Keeps the Mayor apprised of significant issues needing attention.
Insures daily deposit of funds.
Assist customers at counter and/or telephone only as needed. Issues “boil water” advisories.
Performs related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.

Record Keeping: Maintains official records of city proceedings, including City Council minutes, ordinances, resolutions, contracts, and other legal documents.

Meeting Administration: Prepares agendas, attends City Council meetings, records and transcribes minutes, and distributes official documents to relevant parties.
Financial Management: Manages all city financial accounts, prepares and monitors budgets, processes payroll, and maintains accurate accounting records using accepted accounting principles.
Licensing and Permitting: Issues various city permits and licenses, ensuring compliance with city code and state regulations.
Public Records Requests: Responds to open records requests in accordance with the Kentucky Open Records Act, providing access to municipal documents as required.
Accounts Payable and Receivable: Handles billing, invoicing, collections, and payment of city funds, working closely with department heads and external vendors.
Customer Service: Provides exemplary service to the public, answering questions, addressing concerns, and serving as a liaison between citizens and city government.
Notary Services: Performs official notarial acts for the city, such as witnessing signatures and authenticating documents.
Records Retention: Develops and oversees records retention schedules, ensuring proper storage and destruction of public records per legal requirements.
Municipal Reporting: Prepares and submits required reports to the state, federal government, and other agencies in a timely manner.
Budget Preparation: Collaborates with the Mayor, Councilmembers, and department heads to develop the annual city budget and track expenditures throughout the fiscal year.
Audit Coordination: Coordinates with external auditors during annual or special audits, ensuring that all requested documents and information are provided promptly and accurately.
Policy Implementation: Assists in implementing city policies and procedures, ensuring that municipal operations are conducted in accordance with ordinances and statutes.
Other Duties: Performs other duties as assigned by the mayor, adapting to the evolving needs of the community.

REQUIRED QUALIFICATIONS:

High school diploma or GED required, associate or bachelor’s degree in public administration, accounting, business, or a related field preferred, or closely related field supplemented by three years related experience.
At least two to five years’ supervisory experience, preferably with city government with excellent leadership skills.
At least two to five years’ accounting experience with demonstrated managerial and administrative experience preferably in governmental accounting.
Previous experience in municipal government, record keeping, or financial management highly desirable.
Strong knowledge of governmental accounting, budgeting, and reporting practices.
Familiarity with Kentucky state statutes, local ordinances, and regulatory requirements.
Proficiency in Microsoft Office Suite, accounting software, and records management systems.
Strong written and verbal communication skills; ability to interact professionally with city officials, employees, and the public.
Capacity to handle sensitive and confidential information with discretion.
Ability to organize, prioritize, and manage multiple tasks efficiently within deadlines.
Detail-oriented and capable of maintaining accuracy in all work.
Notary Public certification (or eligibility to obtain within six months of hire).
Employment history demonstrates progressive responsibility and supervision duties.
Must be bondable.

EXPERIENCE AND TRAINING:

Any combination of experience and training that provides the desired skills, knowledge and abilities.

CERTIFICATION/LICENSING REQUIREMENTS:

Certification Program for Municipal Clerks preferred or be able to complete certification within three years after appointment to the position; must maintain certification as a condition of continued employment. You must maintain a valid driver’s license.

COMPENSATION AND BENEFITS:

Compensation for City Clerk-Treasurer is determined by the city and is commensurate with experience, education, and qualifications. Benefits include health insurance, paid leave, retirement contributions, and professional development opportunities.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

Work is typically performed in a professional office environment with regular business hours, though attendance at evening meetings is required.
Position requires sitting, standing, walking, and occasional lifting of materials up to 25 pounds.
Some travel may be required for training, meetings, or official city business.

OVERTIME PROVISION:

Exempt

APPLICATION PROCESS:

Interested applicants should submit a completed City of Flatwoods employment application available at the city building or online (CLICK HERE), a cover letter, and a current resume to the City Clerk’s office located at 2513 Reed Street, Flatwoods, KY 41139. Selected candidates may be required to undergo background checks, skills assessments, and interviews. (CLICK HERE) to obtain a copy of the job posting and description.

EQUAL OPPORTUNIY EMPLOYER:

The City of Flatwoods is an Equal Opportunity employer and does not unlawfully discriminate on the basis of race, sex, sexual orientation, age, color, religion, national origin, marital status, disability status, or any other characteristic protected by federal, state, or local law.