Municipal Clerk I - City of Midfield

JobsQuest•Midfield, AL

1d•Onsite

About The Position

The City of Midfield is seeking a well-qualified, motivated Municipal Clerk to be responsible for the maintenance and management of official records and documents for the city. Employees in this position act as treasurer for city (e.g., organizing finance activities, accounting, budget and revenue administration), prepare various reports (e.g., council meeting agendas, budget reports, public hearing minutes), administer employee benefits programs, oversee city planning activities (e.g., issuing license/permits, drafting ordinances), and serve as magistrates to oversee various court functions (e.g., issuing warrants, accepting bonds, maintaining court dockets). As supervisors of subordinate clerical personnel, Municipal Clerks assign and review work, administer performance appraisals, attend employee hearings, and provide work-related feedback.

Requirements

Option A: Minimum of twelve (12) hours of completed coursework in finance, accounting, or a combination of both from an accredited program.
Experience supervising subordinate staff to include assigning tasks, reviewing work, training, and conducting performance appraisals.
Experience performing administrative level tasks to include involvement in policy and procedure development, maintaining departmental/organizational records, writing official reports and correspondence(letters/memos).
Experience utilizing parliamentary procedures (e.g. Robert's Rule of Order) and local government proceedings as needed to attend and oversee council meetings, zoning, and planning commission meetings, public hearings, etc.
Experience with conducting public meetings (e.g. public hearings, neighborhood association meetings, zoning and permitting, etc.) and the protocols associated with such meetings such as taking meeting minutes, compiling and dispersing meeting agendas, operating meeting equipment.
Experience using software packages such as word, excel, outlook, or comparable software for the purpose of but not limited to correspondence, file management, record keeping, etc.
Option B: Experience performing bookkeeping functions (e.g., producing financial reports (profit and loss statements, tracking income and expenditures, balance sheet).
Experience supervising subordinate staff to include assigning tasks, reviewing work, training, and conducting performance appraisals.
Experience performing administrative level tasks to include involvement in policy and procedure development, maintaining departmental/organizational records, writing official reports and correspondence (letters/memos).
Experience utilizing parliamentary procedures (e.g. Robert's Rule of Order) and local government proceedings as needed to attend and oversee council meetings, zoning, and planning commission meetings, public hearings, etc.
Experience with conducting public meetings (e.g. public hearings, neighborhood association meetings, zoning and permitting, etc.) and the protocols associated with such meetings such as taking meeting minutes, compiling and dispersing meeting agendas, operating meeting equipment.
Experience using software packages such as word, excel, outlook, or comparable software for the purpose of but not limited to correspondence, file management, record keeping, etc.

Responsibilities

Acts as treasurer by planning, organizing, and directing the jurisdiction’s financial operations and programs, including investment management, accounting, budget administration, revenue administration, risk management, and auditing.
Attends meetings, records minutes, gathers information in order to prepare reports, ordinances, resolutions, notices and other documentation for submission to governing bodies.
Manages all official city records by developing procedures for records management, retrieval, and disposal, and overseeing the maintenance and preservation of official documents.
Serves as Election Manager/Chief Election Officer by administering municipal elections, including preparing and distributing ballots, appointing and training election officers, and overseeing the tabulation and certification of results.
Oversees and participates in the administration of employee benefits, city insurance, and personnel and payroll functions by maintaining records, communicating information to relevant parties, and developing applicable policies and procedures.
Oversees and participates in city planning activities by issuing licenses and permits, reviewing applications, drafting ordinances, and addressing matters related to annexation, subdivision, planning, and zoning.
Performs general administrative duties such as scheduling, maintaining documentation, and correspondence preparation by applying established office procedures and using relevant software to ensure departmental operations.
Provides service to internal and external customers by responding to inquiries, resolving issues, and directing individuals to appropriate resources through in-person, phone, or electronic communication.
Serves as magistrate when necessary and oversees court functions in the absence of court personnel to ensure operations continue efficiently and in compliance with all applicable laws, rules, and regulations.
Supervises staff by assigning and directing work, monitoring performance, providing feedback and training, addressing personnel issues, and participating in staffing and disciplinary processes to ensure efficient and effective operations.
Develops and manages organizational budgets by compiling financial data, forecasting revenues and expenditures, and monitoring fund allocations in accordance with established laws, regulations, and policies to ensure fiscal accountability, support program objectives, and optimize resource utilization.
Procures inventory and supplies to meet operational needs, by evaluating vendor options, comparing pricing and availability, and following established procurement procedures and guidelines, to ensure timely availability of resources and cost-effective purchasing.