[Ord. No. 605, 8-9-1999]
A.
Election. The Board of Aldermen shall elect a Clerk for
the Board, to be known as the "City Clerk".
B.
Term Of Office. The term of office shall be for a period
of two (2) years beginning August first (1st) of each successive year.
C.
Report To Mayor. The City Clerk shall be under the general
supervision of the Mayor.
D.
Duties. The duties of the City Clerk shall be to keep a
journal of the proceedings of the Board of Aldermen, and shall safely
keep all the records and papers belonging to the City which may be
entrusted to the City Clerk, and shall be the general accountant of
the City, and is hereby empowered to administer oaths and oaths to
person certifying demands or claims against the City. The City Clerk
shall also assist the Board of Aldermen and the Mayor in the administration
of the daily activities of the City, which shall include, but not
be limited to, the following:
1.
Prepare data for studies, reports and related information for decision-making
purposes; coordinates department activities with other departments
and agencies as needed.
2.
Communicate official plans, polices and procedures to staff and the
general public.
3.
Serve as custodian of official City records and public documents;
perform certification and recording for City as required on legal
documents and other records requiring such certification; seal and
attest by signature to ordinances, resolutions and contracts, easements,
deeds, bonds or other documents requiring City certification; catalog
and file all City records.
4.
Attend regular and special Board of Aldermen meetings; perform an
accurate recording of the proceedings, preparation of the minutes
proper legislative terminology, recording, indexing and filing of
public records; distributes information as requested.
5.
Prepare and advertise meeting agendas, bids and other advertisement
and legal notices of public hearings and special meetings.
6.
Administer the City's health insurance program, pension program,
general insurance (liability, inland marine, fire insurance) and Workers'
Compensation. File all claims.
7.
File ordinances and resolutions of the Board and oversee the codification
of ordinances into the Municipal Code Book.
8.
Administer the issuance of municipal licenses, including business,
various regulatory licenses as assigned, and cemetery deeds, etc.,
in accordance with applicable City ordinances and other regulations.
9.
Serve as Secretary to the Board of Adjustment. Handle all zoning
applications. Set up zoning and Board of Adjustment meetings as required
by City ordinance and State Statutes.
10.
Prepare notice of weedy lots and condemnation proceedings as required
by City ordinance.
11.
Prepare property tax rate summary, publish proposed tax rate before
September.
12.
Prepare notice of all City elections. Accept all candidates filing
for City offices.
13.
Administer oath of office to public officials.
14.
Prepare reports for Board meeting as directed.
15.
Provide public records and information to citizens, civic groups,
the media and other agencies as requested.
16.
Assist in the preparation of ordinances and resolutions as directed.
17.
Type Board member's and Mayor's correspondence; make reservations
and travel arrangements for meetings, seminars and other meetings.
18.
Accept claims for damages and other legal papers served on the City.
19.
Assure that assigned areas of responsibility are performed within
budget; perform cost control activities; monitor revenues and expenditures
in assigned areas to assure sound fiscal control; prepare annual budget
requests; assure effective and efficient use of budgeted funds, personnel,
materials, facilities and time.
20.
Collect certain taxes — railroad and utility, financial institution,
housing authority, sales tax, gasoline tax, franchise tax.
21.
Collect dog fines.
22.
Prepare six (6) month receipts and disbursement report for publication
in newspaper.
23.
Prepare financial report as requested by State Auditor. Forms will
be mailed from the State.
24.
Manage investment of City funds in accordance with investment polices
and goals and local, State and Federal regulations.
25.
Code receipts, reconcile daily cash, and keep such records as needed
to verify cash balances.
26.
Prepare daily bank deposits.
27.
Administer the investment program by maintaining required investment
records and preparing related reports as required.
28.
Establishes and maintains records needed for bond payments, fiscal
agent and related redemption ledgers.
29.
Maintain cash controls for investing, balancing, and other related
accounting activities.
30.
Reconcile general ledger to various cash reports.
31.
Maintain employee master files.
32.
Maintain data on full-time and part-time employees on the Police
Department, Fire Department, Street Department and all City Officials,
including total hours, changes in name or address, salary changes,
exemptions, insurance, vacation and sick leave records.
33.
Prepare computer input forms, enter date into computer files, or
compute wages and deductions and post to payroll records.
34.
Review wages computed and correct errors to ensure accuracy of payroll.
35.
Record data concerning transfer of employees between departments.
36.
Prepare and issue paychecks.
37.
Prepare monthly, quarterly and annual payroll reports.
38.
Administer payroll-related employee benefit programs such as health
insurance, leaves, retirement, etc.
39.
Provide clerical support to other financial staff as required.
40.
Enter purchase orders and vouchers for payment; match invoice with
purchase order; check all claims for accuracy; verify account codes
for proper assignment of budget expenditures.
41.
Prepare automated and manual checks; mail all checks.
42.
Enter expenditure data on ledgers, control vouchers and other accounting
records; enter accounts payable expenditures into financial system.
43.
Input budgetary date into financial accounting system.
44.
Reconcile general ledger to various expenditure reports.
45.
Prepare periodic financial, statistical or operating reports as required.
46.
Maintain a daily cash balance and balance cash against receipts.
