City Clerk Job Duties
Position Pay: Non-Exempt or Exempt Range: $35,000 - $51,000 TBD on qualifications
Position Reports To: Mayor and City Council.
Supervisory Responsibilities: Maintain Office and all records, Supervise staff, interns and
temporary personnel as applicable per the Mayor
Qualifications:
A. Education – Must be an Iowa certified municipal city clerk. Plus preferred: a
Bachelor’s degree
B. Experience – 3-5 years of City office experience required. Degree course work or
experience in accounting required.
C. Special abilities - Must be able to type at least 40 WPM, operate a 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 have above accuracy in financial and verbal
record keeping. A working knowledge of current windows based software
(publisher, PowerPoint, Word, Excel, One Note, etc.) is required as well as
accounting software knowledge.
D. Physical requirements – Must be able to occasionally lift objects weighting up to
30 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 problem solving skills necessary. 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 and city attorney.
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, supervises the renting and maintenance of community
center, 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
expenditure report 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 Hudson 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: Process all paperwork with accuracy to ensure it is correct,
forwarding the information to the Zoning Administrator and or the Building Inspector for
review and action. Provide accurate permit information to Council for approval as
deemed required by Zoning Administrator, Building Inspector, or Committee.
Payroll: Oversee the processing of all monthly, quarterly, and year-end Payroll Reports –
Treasurer State of Iowa With holding, IPERS reports, and Federal Reserve deposits. Print
annual salaries in the newspaper. Prepare payroll reports showing all overtime worked by
staff as requested by Mayor and Council on a monthly basis. Process new hires and
former employee’s paperwork
Sales tax: Oversee the processing and pay all sales tax monthly. Process all monthly,
quarterly, and yearly sales tax reports.
Accounts Payable: Approve all invoices with appropriate GL line codes; oversee the
vendor payments, Sales tax exemption status with vendors. Validate all checks are issued
and processed monthly, quarterly, and yearly payments.
Accounts Receivable: Assist office staff with the processing of all receipts, electronic
and paper. Process the monthly, quarterly, and year-end reports timely.
Budget: Prepare and process the budget. Work with Mayor, Council, state and County
auditors. Prepare monthly budget status reports, according to Ordinances 7.08 and
19.03(7), on all line items, including TIF for review by the Mayor and Council. Works
with staff member to create a cross check of all budget items toward fiscal responsibility.
Obligation Debt Report, Street Financial Report (RUT), Annual Report, TIF Debt
Report and TIF Increment Financing 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.
Yearly 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: Work with to ensure software is working
correctly and the most current software is utilized. Export monthly reports from Summit
into excel for budget report status for Mayor and Council. Ensure monthly reports are
sent directly to Image-tek for storage and retention
Monthly Balancing: Process all monthly procedures to balance computer to the bank
records and cash equals trial balance. Provide Council with cash reconciliation of
reserves, project expenditures pending and balance of funds not earmarked for
expenditure.
Animal Control: Issue animal licenses. Keep records current. Take complaints and
forward to appropriate control officer(s).
Meetings: Schedule meetings with boards, committees, keep track of minutes, and
produce appropriate reports as deemed necessary by the council and mayor
Rentals, Reservations, and Fees: Track rentals/reservations and fees.
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, assist with academy 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.