City Clerk
Position Summary
Under the supervision of the City Council and Mayor, this is an hourly, non-exempt, full-time position under the Federal Labor Standards Act. The City Clerk is responsible for and supervises the maintenance of city accounting records. The City Clerk is responsible for maintaining the official records, ordinances, resolutions, and contracts of the City.
Essential Functions
1. This employee is responsible for maintaining official city records, ordinances, resolutions, official documents, and contracts.
2. Records official transactions and proceedings of all City Council meetings.
3. Prepares temporary note and bond transactions.
4. Prepares and certifies special assessment rolls.
5. Issues permits and licenses, including CMB, club, solicitors, fireworks, building, contractor, and controlled burn
6. Acts as city liaison for the city healthcare plan, Colonial Life, short-term disability, and KPERS designated Agent.
7. Administers Oath of Office
8. Prepares written correspondence on behalf of the City
9. Acts as webmaster, maintaining the website for accuracy and updating information.
10. Preparing payroll and related reports
11. Files Quarterly Payroll reports.
12. Prepares monthly financial reports.
13. Preparing accounts payable and related reports
14. Processing all ACH payments and distributing related fund accounts is required.
15. Serves as the hearing officer for municipal utility services
16. General purchasing agent for office supplies, stationery, and postage
Marginal Functions
1. Assists other departments as requested
2. Serves as backup to the City Treasurer in preparation of utility bills, late notices, shut-off lists, pet tagging
3. Other duties as deemed necessary or assigned
City Clerk
Position Requirements
Experience: Four to six years of similar or related experience is required. The employee is expected to have acquired the necessary information and skills to perform the job reasonably well within six months.
Education: A high school diploma or GED is required.
Technical Skills: A working knowledge of computers, bookkeeping, software applications, and a working knowledge of mathematics is required. This employee must be able to operate computers, printers, calculators, telephone systems, and other office machinery with a high degree of accuracy and efficiency. The ability to read and interpret financial statements, reports, manuals, and written instructions is required. This employee should possess strong bookkeeping, communication, public relations, and organizational skills.
Problem-Solving: Problem-solving is a factor in this position. This employee encounters problems with accounting and utility billing errors.
Decision Making: Decision-making is involved in this position. This employee makes decisions about prioritizing department activities and goals and performing daily duties in the most efficient manner.
Supervision: This employee is supervised directly by the Mayor and oversees the front office and utility billing department.
Financial Accountability: The employee is responsible for department resources, has the authority to purchase necessary office and cleaning supplies and participates in the annual budgeting process for the City.
Personal Relations: Daily contact with the general public, city employees and contact with the governing body and mayor, when required, is expected.
Working Conditions: No adverse working conditions exist within the position. Working in an office setting with computers is the primary aspect of this position.
Physical Requirements: This employee may move items weighing up to approximately 30
lbs. when needed.
The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to successfully perform the job.
DUTIES OF CITY CLERK
(as per city code, state statute, personnel policies)
1. After an ordinance shall have been passed, the City Clerk shall assign to it a number. Appropriation ordinances may be numbered in a separate series.
2. The City Clerk shall cause all ordinances, except appropriation ordinances, as soon as practicable after they have been passed and signed, passed over the Mayor's veto or take effect without signature, to be published once in the official city newspaper unless a statute requires more publications.
3. The City Clerk shall keep an "ordinance book" in which shall be entered at length in plain and distinct handwriting or typewriting or printed copy, a copy of every ordinance immediately after its publication, or in the case of appropriation ordinances, immediately after passage: Provided, That if the ordinance book be a loose-leaf book, the original ordinance typed on paper designed for the purpose may be inserted therein. Appropriation ordinances may be entered in a separate ordinance book.
4. The City Clerk shall append at the end of each ordinance entered in the ordinance book a certificate substantially as follows: "I hereby certify that the foregoing is a true and correct copy of the original ordinance: that said ordinance was passed on the ____ day of ________, 20__; Proof of publication shall be filed here as well.
NOTE: Home Rule Charter Ordinances, Art. 12, Sec. 5 of the Constitution of Kansas, as amended.
5. The City Clerk shall keep city hall open at such times during business hours in the city as may be fixed by the Council.
6. The City Clerk will attend all meetings of the Council and make and keep a record of all proceedings and meetings of the Council in minute form entered in the journal of Council proceedings. In the absence of the City Clerk from any meeting, the City Treasurer shall cover in this capacity. If the City Treasurer is not available to cover the City Council President shall appoint a member of the Council to keep an account of the proceedings and to report the same to the City Clerk.
7. The City Clerk shall carry on all the official correspondence of the City, giving the same prompt attention and shall present for the consideration of the Mayor and Council at each meeting all correspondence received and replies given.
8. The City Clerk shall have charge of the corporate seal of the city and shall affix the same to the official copy of all ordinances, deeds, contracts and similar documents required to be authenticated, and shall be authorized to administer oaths for the purposes pertaining to the business and affairs of the city.
9. The City Clerk shall be custodian of all the city records, books, papers, contracts, petitions, documents and other personal effects belonging to the city not properly pertaining to any other office and shall keep suitable files and records of the same.
10. The City Clerk is designated with the responsibility of processing and distributing all in-coming mail addressed to the City or to any City employee at the City address.
11. The City Clerk shall receive and audit all claims against the city and shall present them for the consideration of the Council at its regular meeting each month, and shall prepare appropriation ordinances for the payment of all claims allowed by the Council. The clerk shall draw warrants (or warrants and checks) only when appropriations to pay claims against the city have been made by ordinance.
12. The City Clerk shall be prepared to report to the Council at its regular meeting each month in regard to the financial condition of the funds of the city so that the Governing Body may not create debts nor authorize the issuance of warrants in violation of the budget law or cash basis law relating to the duties of city officers.
13. The City Clerk shall keep a separate account of each fund of the city, whether the funds be derived from taxation or otherwise, no money belonging to one fund shall be placed to the credit of another fund, or be transferred to another fund unless there is lawful authority for the same. Each separate tax levy shall constitute a separate fund, and income derived from other sources shall be credited to the proper fund of the city.
14. The City Clerk shall render such assistance as may be required by the Governing Body in preparing the annual city budget, any ordinance for the levying of taxes, and shall certify the same to the County Clerk in the form and manner required by law together with a copy of the budget: Provided, That a copy of the budget shall be filed with the State Department of Post Audit.
15. The City Clerk shall keep a record of all special assessments made by the City Council for any purpose and shall certify said assessments to the County Clerk for collection and payment in the manner provided by law.
16. The City Clerk shall keep a fully accurate account of all bonds issued by the city, recording them in the book by date, number, amount of each, to whom payable, where payable and when canceled upon return of the same to the city.
17. The City Clerk shall act as the withholding agent of the city for the purpose of the federal revenue (income) act as authorized by Section 75 3042 of the K.S.A., and shall receive from each officer or employee of the city withholding certificate required by virtue of said revenue act. He/she shall maintain a suitable record of the sums so withheld from wages and salaries and remit the same to the Director of Internal Revenue at such times and in such form as may be required by the regulations. (KSA 1967 Supp. 15 204)
18. Before entering upon the duties of this office, give a good and sufficient corporate surety bond to the City of Peabody, Kansas, which shall be approved by the Governing Body before the officer shall begin the performance of his duties. The City Clerk shall be bonded for $1,000.00
(Ord. 88, KSA 15 208)
19. The City Clerk will prepare documents for SPECIAL MEETINGS. Special meetings of the Council may be called by the Mayor (or acting Mayor in the absence of the Mayor from the city) on the written request of any three (3) members of the Council, specifying the object and purpose of such meeting, which request shall be read at the meeting and entered at length on the journal by the City Clerk. The call of the Mayor for any such special meeting shall be endorsed upon the written request and shall specify the time and place of such meeting, and shall be filed with the City Clerk. Thereupon, the City Clerk shall give notice of such meeting to each member of the Council. (KSA 15 106) City Code 1-205
20. The City Clerk shall issue license for all installations, connections, extensions, alterations and repair of gas pipes and gas piping systems connecting houses or structures of any character with the distribution system of the city, except such as shall be done by licensed plumbers or by the gas distribution company serving the city, shall be done only by such persons as have taken out a gas fitter's license. Such license shall be issued by the City Clerk, upon application by a gas fitter. The fee for a license shall be Twenty-five Dollars ($25.00) per year. The gas fitter securing a license shall furnish a bond in the same amount and subject to the same conditions as required of plumbers. Ref.: Plumber's Bond, Sec. 6 301.
21. The City Clerk shall serve as the Zoning Administrator and is hereby designed as the "enforcing officer" of the city charged with the administration of the provisions of K.S.A. 12 1750, being an act relating to cities, authorizing cities to cause the repair or removal or to remove dangerous and unsafe structures. City Code 6-801 article 8
22. The City Clerk shall issue permits to those persons proposing to construct sidewalks on the established grade. Hereafter all sidewalks constructed or reconstructed in the city shall be constructed on the established grade. When the Mayor and Council shall order a sidewalk constructed as hereafter provided, the city shall pay the cost of bringing the street to grade for the sidewalk. Where no grade has been established, the owner of abutting property may construct a sidewalk on the natural grade, but before any such sidewalk shall be constructed, the persons proposing to do the same shall apply to the City Clerk for a permit before commencing the work. If the grade has been established, the Public Works Director shall furnish the property owner with the official grade by reference to a stated distance above or below the street grade. (KSA 12 1801, 12 1807) City Code 12-101
23. The City Clerk is charged with finding appropriately licensed building inspectors, between appointed building inspectors, as required by city ordinance, to inspect all structures for which a building permit has been obtained.
24. The City Clerk shall act as the collection agent for delinquent water billings for the city and submit delinquent accounts to State Offset Program for collection.
Freedom of Information Officer - Clerk
Flood Plain Administrator - Clerk
Hearing Officer - Clerk
Identity Theft Prevention Program Administrator - Red Flag Clerk
Job Type: Full-time
Pay: $16.00 - $18.00 per hour
Benefits:
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- Weekend availability
Ability to commute/relocate:
- Peabody, KS 66866: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Customer service: 1 year (Preferred)
Work Location: In person