Deputy Clerk/Accountant

Performs complex confidential accounting and diverse administrative, human resources, labor relations and billing duties and support to the City Administrator/Clerk/Treasurer and assumes department duties in the City Administrator/Clerk/Treasurer’s absence by performing the following duties:

Duties and Responsibilities including, but not limited to the following.  Other duties may be assigned.

Administrative

1. Supervises all office staff including joint interviewing with the City Administrator/Clerk, recommending hire and discharge, assigning work, and evaluating performance, coaching, training, approving time off, rewarding, and discipline.*
2. Accesses and uses confidential labor relations information including market analysis of comparison data and costing of potential proposals for use in negotiations.  Responsible for conducting market research and analysis, costing out the City’s position on potential negotiation proposals.  Responsible for maintaining the confidentiality of labor relations information.*
3. Oversees proper filing and performs file maintenance for City documents, records, communications, as performed by office staff.
4. Performs complex accounting duties related to bank reconciliations, preparing financial reports, help with budgets, and overall financial management support.
5. Maintain a strong working knowledge of the operations of the City policies and procedures.*
6. Compose a variety of routine and complex office correspondence, reports, agendas and related materials.*
7. Assists in preparing the Council agenda and packet, updating policies and procedures, preparing resolutions and ordinances in the clerks absence.
8. Transcribe and prepare meeting minutes and serve as the recording secretary for Council.
9. Assist in the election process, along with Administrator/Clerk, including management of voter registration and absentee voting; preparation of election notices and materials; arrangement of polling places and voting machines; training of election judges; and all other associated tasks.*
10. Prepares and processes city issued licenses and permits.

Reception

1. Answers phones and provides information and assistance to the public, board and commission members when front office staff are away or out of office.
2. Serves walk-in public and addresses concerns, complaints, and questions in a professional manner, when front staff are away or out of office.

Human Resources

1. Serves as City benefits administrator to include insurance and benefit enrollments and terminations.
2. Participates in labor negotiations, as needed or requested. Regularly accesses and uses confidential labor relations information including market analysis of comparison data and costing of potential proposals for use in negotiations. Accesses and uses confidential labor relations information including market analysis of comparison data and costing of potential proposals for use in negotiations.  Responsible for conducting market research and analysis and costing out the City’s position on potential negotiation proposals.  Responsible for maintaining the confidentiality of labor relations information.

Payroll

1. Back-up to Clerk, Check payroll record for accuracy as a control procedure.*
2. Provide additional payable and invoice review related to payroll activities.

Accounts Receivable / Accounts Payable

1. Enters accounts payable and receivable transactions; prints bills and generates checks for payments.*
2. Prepares list of checks issued each month to be reconciled.*
3. Posts data to electronic journals by processing new accounts, final accounts, billing adjustments and refuse changes.*
4. Receives and processes cash and checks for City business to include: permits, traffic fines, etc., as needed.
5. Prepares and delivers daily bank deposits, as needed.
6. Prepares and delivers financial reports for the council, clerk, and audit team.
7. Coordinates audits for the city.