City Clerk Job Duties
Position Pay: Non-Exempt or Exempt Range: $30,000 - $52,000 TBD on qualifications
Position Reports To: Mayor and City Council.
Supervisory Responsibilities: Maintain Office and all records, Supervise Utility Billing Clerk
and temporary personnel as applicable per the Mayor
Qualifications:
A. Education – Associates degree in a related field required. CMC (Certified
Municipal Clerk certification) or CMFO (Certified Municipal Finance Officer
certification) or a Bachelor’s degree a plus. If not certified, must obtain CMC (3
yr program).
B. Experience – 3-5 years of office experience required. Degree course work or
experience in accounting required – preferably in Iowa government finance.
C. Special abilities - Must be able to type at least 40 WPM, operate a ten-key
calculator efficiently and Microsoft Office on a computer. Must have excellent
organizational skills, be a self-starter and have good communication skills to
interact with patrons and City officials. Must be bondable and comfortable
handling cash and checks. Must be accurate in financial and verbal record
keeping. A working knowledge of current windows based software (Word, Excel,
etc.) is required as well as accounting software knowledge.
D. Physical requirements – Must be able to occasionally lift objects weighing up to
25 lbs and carry them up to 5 feet unassisted. Must be able to sit and listen for
prolonged periods.
E. Mental Requirements – Must have the ability to concentrate on tasks within
environment of interruptions and produce extreme accuracy and attention to
detail. This is a position with high stress levels based on customer demands, time
pressures, accuracy requirements, and necessary problem solving skills. Must be
able to work hours necessary to meet deadlines, meetings and commitments. Must
understand and follow all employee conduct policies. Must be able to understand
and properly follow directions from supervisors.
Position Responsibilities:
Administrative Assistant to Mayor and Council: Responsible for information
distribution, publish all notices in a timely manner, affix city seal when necessary, record
documents as required by law, notary public, bids and public contracts, prepares
ordinances and resolutions for approval by council.
Financial Manager: Responsible for official bond records, prepares city budget and any
amendments thereto, prepares annual and monthly reports as required by state law or
regulation, administrator of grants, ambulance collection over-site, contract and
insurance(s) premium review. Has the ability to recommend and make decisions to
Council for clear understanding and approval as necessary.
Communication: Communicates with Mayor and Council as needed. Supply information
as requested and keep informed of necessary situations. Customer Service is critical and
should be addressed timely.
Council Meetings: Prepare Council Packets – Attend Council meetings, work sessions
and other special sessions as requested and keep minutes. Publish meeting minutes and
Bills Resolution within 15 days after council meeting in accordance with Iowa Code,
Section 372.13 (6).
Seminars, Training, Conferences: Attend as necessary to provide current or proposed
standards that may affect future development of Dunkerton at the discretion of the City
Council or Mayor.
Cross Training: Assures that the office staff is cross trained in all aspects of the City
Clerk’s duties and functions such that the staff (someone agreed to by Council or Mayor)
can step in during any absence and perform all functions in order that the City will
continue with all business aspects.
Projects: Assures all paperwork is properly filed, all public notices are filed, all bills are
properly tracked, and appropriate payouts are accomplished in a timely manner.
Coordinates all needs associated with project loans.
Building permits: Direct the public to Building and Zoning office. Provide building
permit application forms and assist in faxing forms to Building and Zoning office if
needed. Print permits for Mayor and Public Works; maintain permit file.
Payroll: Responsible for all monthly, quarterly, and year-end Payroll Reports – Treasurer
State of Iowa With-holding, IPERS reports, Unemployment reports and Federal Reserve
deposits. Print annual salaries in the newspaper. Prepare and mail out W2’s annually by
law. Process new hires and former employee’s paperwork.
Sales tax: Pay sales tax quarterly. Process quarterly, and yearly sales tax reports.
Accounts Payable: Process and prepare all invoices with General Ledger accounts coded
according to the Uniform Chart of Accounts for City Governments in Iowa. Issue Sales
tax exemption certificates to vendors and contractors. Prepare and publish monthly Bills
Resolution. Prepare and mail out 1099’s annually by law.
Accounts Receivable: Assist office staff with the processing of Utility Billing receipts
and Utility Billing/Receivables monthly reconciliation to the Council. Responsible for all
other receipts by check, cash or electronically and deposits.
Assessments: Monitor delinquent utility billing accounts, mail out 30 day notices, assess
bad debt on property taxes with the County, move assessed debt to bad debt accounts in
software, apply payments from the County to appropriate bad debt accounts, maintain
files.
Budget: One Million Dollar Budget. Attend Budget meetings taught by IA League of
Cities. Prepare and process the budget according to State mandated deadlines. Work with
Mayor, Council, state and County auditors. Prepare monthly budget status reports for
library board, and quarterly for (or as requested by) department heads. Provide revenue
and budget by fund and function reports monthly to the Council. Assist department heads
with budgets when needed.
Obligation Debt Report, Street Financial Report (RUT), Annual Report, TIF Debt
Report and TIF Increment Financing Report, Annual Urban Renewal Report:
Prepare all reports and submit to the state and County Auditor each year in accordance
with the Iowa Code ensuring Council and Mayor review and approve all reports before
release through Resolution.
Periodic Audit: Work with Independent and State auditors when audit is performed and
throughout the year as needed. Provide Council and Mayor with reports and
confirmation of the audit completed and any findings regarding the audit.
Record Retention – Ability to manage open records and knowledge of maintaining
records as defined by Iowa Code and City Ordinances.
DATA Technologies – Software Company: Attend trainings and utilize software
enhancements and upgrades to ensure up to date legislative requirement changes which
are reflected in latest software updates.
Monthly Balancing: Process all monthly procedures to balance computer to the bank
records and cash equals trial balance. Provide Council with monthly Bank Reconciliation
report.
Animal Control: Take complaints and forward to appropriate control officer(s). Collect
animal at-large/pickup/boarding fees.
Meetings: Attend monthly Council Meeting and Schedule meetings with boards,
committees, write minutes, and produce appropriate reports as deemed necessary by the
council and mayor.
Reservations: Track Park Shelter and Gazebo Shelter reservations.
Cigarette Permits and Liquor License: Process all cigarette permits/liquor licenses for
approval timely with the State, business and Council.
Personnel Files: Maintain confidential filing system on all employees. Maintain
appropriate personnel records for each employee. Maintain medical records and drug
testing information separate of employee personnel files.
Police Department: Process/forward phone calls making sensible decision of where call
goes, voice mail, calling officer on duty or sending to dispatch. Assist as requested by the
Police Chief to process hiring paperwork, and forward complaints.
Evaluations: Perform annual evaluations of all employees under direct supervision and
present evaluation to Mayor and or personnel committee for review.
Notary Public: Apply to state to be a Notary Public and maintain status.
Miscellaneous: Maintain a good working relationship with City Attorney, Iowa League
of Cities, Software and hardware vendors, State Auditor, County Auditor, etc. Process
bad checks, NSF letters, and follow up to ensure payment is received. Maintain Water
Meter System keeping residents or businesses informed of potential leaks as soon as
possible. Order supplies as needed. Take care of complaints and daily problems while
keeping the public happy. If necessary, pass problems and complaints to the appropriate
person or committee. Other duties as defined in City Ordinances or Iowa Code.
Handling other duties/responsibilities as assigned by the Mayor or required by Iowa
Code.
KNOWLEDGE AND SKILL SETS
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Reading, writing and math
OSHA rules and regulations
Basic computer and office equipment
Technical Knowledge
Legal and Zoning Documents
ENTRY LEVEL REQUIREMENTS
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High School Diploma or General Equivalency Diploma (G.E.D.)
Bachelor of Arts Degree preferred
Graduate of Municipal Clerk’s Institute, required
Three (3) year of experience as municipal city clerk in community of similar size
and services offered, preferred.
Safety Training, CPR and First Aid, Blood borne Pathogens
PHYSCIAL REQUIREMENTS
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Typically require: climbing, balancing, stooping, kneeling, crouching, reaching,
standing, walking, driving, pulling, lifting, grasping, feeling, hearing, and seeing.
May be subjected to moving mechanical parts, vibrations, inadequate lighting,
work space restrictions, and intense noise,
Light Work: exerting up to 50 pounds of force occasionally, and/or up to 25
pounds of force frequently, and/or up to 10 pounds of force constantly to move
objects.
ENVIRONMENTAL CONDITIONS
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Subjected to varying work indoors with minimal outside work
DISCLAIMER
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Employees in this job class will be expected to perform other job related duties
when it can be reasonably implied that such duties do not fundamentally change
the basic requirements, purpose or intent of the position.