CITY OF DILLARD
JOB DESCRIPTION
CITY CLERK
Status: Non Exempt
Pay Type: Hourly
I. Chain of Command/Reports to:
Mayor and Council
II. Job Summary:
Provides professional and confidential administrative support to the Mayor and City Council, and other members of city management as required. Prepares records such as agendas, notices, minutes, and resolutions for meetings, and distributes materials in accordance with the law. This position requires strong communication skills; as well as organizational and project coordination skills. Requires the ability to work well with all levels of management, staff and the public. This position requires a high degree of adaptability. Incumbent will be faced with a variety of duties and responsibilities on a day-to-day basis and will be expected to manage these appropriately. Demonstrates good judgment and professional behavior at all times. Normally receives little instruction on daily work and general instructions on newly introduced assignments.
Manages and oversees the daily activities and operations of the finances of the City including financial reporting, accounting, payroll, budget preparation, treasury function, debt administration, revenue management, and purchasing; advises and updates Mayor and City Council on financial matters. This position also assists in the preparation of general accounting practices and day-to-day business operations; as well as, other related duties as assigned.
III. Essential duties and functions:
Custodian of the Official City Seal
Handles confidential files and materials
Prepares City Council minutes, agendas, and supporting materials including public notification and distribution of agenda packages.
Posts all Notices of Public Hearings
Prepares and maintains Council proceedings, minutes and actions.
Performs follow-up activities resulting from Council meetings, including transcribing and distributing minutes, and ensuring that resolutions and ordinances are in proper format.
Assists with preparation of resolutions ordinances, referendums, charter amendments, and other related documents.
Maintains the City Municipal Code. Ensure annual review of code occurs.
Monitors contracts and other agreements ensuring that they are signed and recorded in a timely manner.
File annexations.
Maintains files for City appointments to boards and committees.
Coordinates and oversees the City’s open records and ensures compliance with related procedures.
Receives and processes through the City Attorney all legal claims and lawsuits against the City. Keeps the Mayor and Council aware of all pending and active actions.
Assists with reports and research projects.
Assists with public relations activities.
Maintains the calendar for Mayor and Council as requested.
Supervision duties for Assistant City Clerk in daily activities.
Assists with the scheduling of training and travel arrangements for elected officials.
Provides clerical support to Mayor and Council.
Acts as the daily human resource manager, handling employment and employee related duties.
Have knowledge of fund accounting.
Manages and participates in the development and administration of the City budget.
Recommends the preparing and implementing of budgetary adjustments, as necessary.
Oversees the annual fiscal year audit and participates in the review of the results of the annual audit with external auditors.
Coordinates finance activities with other departments and outside agencies and organizations.
Assist in setting the mileage rate and file required forms to the State and County. (If applicable)
Point of contact for issuing license and permits and managing records.
Presents reports to the Mayor and City Council and various committees regarding City financial matters.
Responsible for SAVE and E-Verify reporting.
Processes and distributes payments; answers payment inquiries from vendors; follows up on and resolves related problems.
Reviews completed documentation for accuracy coding and completeness of information.
Conducts and provides direction to others in the allocations of costs to projects and capital facilities for the purpose of developing overhead and billing rates.
Ensures timely payment of mandated state and federal payroll taxes, process payments for automatic deposits, deferred compensation and other benefit plan options.
Prepare and manage payroll on a weekly basis.
Review invoices and supporting documentation for proper authorization and conformance to requirements, pay invoices through the City’s financial accounting system.
Responsible for contract, bidding, and request for proposal (RFP) coordination, distributing, and coordinate communication related to bidding and purchasing.
Serves as the City’s liaison with financial institutes.
Oversees transfers to cover bond and debt payments.
Maintain City Website (If appliable)
Performs other duties as assigned.
IV. Knowledge, Skills, and Abilities:
Knowledge and understanding of the City Charter.
Knowledge and understanding of municipal filing requirements and records management procedures.
Knowledge of the Georgia Open Records Act.
Advanced knowledge of Microsoft Word, Excel, PowerPoint, and Outlook
Knowledge of SAGE 50 accounting and financial software.
Knowledge of Sequoyah Utility billing software.
Ability to use City software as intended.
Ability to maintain confidentiality.
Ability to maintain good moral turpitude.
Ability to correctly interpret and apply City policies.
Ability to maintain and organize City documents.
Knowledge of Generally Accepted Accounting Principles (GAAP); government accounting budgeting practices.
Knowledge of municipal accounting and auditing including enterprise funds.
Knowledge of accounts payable standards.
Ability to prepare and review financial documents.
Ability to present financial documents.
Ability to operate a variety of office equipment (phones, fax, printers, computer, etc.)
Ability to proof documents for accuracy and completeness.
Ability to coordinate and conduct complex, multi-phase projects and programs.
Ability to facilitate group participation and consensus building.
Skill in understanding and following oral and written instructions.
Skill in establishing and maintaining effective working relationships with City employees and the public.
Ability to pass drug testing as noted in the City Personnel Policy.
V. Licenses and Certifications Required
Notary Public Certification for the State of Georgia
Must meet State Law (O.C.G.A sections 36-1-24 and 36-45-20) Required clerk training
VI. Qualifications
Preferred a Bachelor’s Degree from an accredited college or university with major course work in public administration, accounting, finance or related field.
Five (5) years of progressively responsible experience performing professional administrative support and complex administrative duties.
Possession of Georgia municipal Clerk Certification is highly desired.
Experience in municipal government is highly desired.
No felony convictions.
Ability to work evenings, weekends, and holidays as required.
VII. Physical Requirements
While performing the duties of this job, the employee is regularly required to use hand to finger, handle or feel; reach with hands and arms; and communicate effectively in writing and verbally. The employee is required to stand, walk or sit for extended periods of time and use a computer keyboard and mouse. The employee is occasionally required to stoop, kneel, or crouch. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Occasionally lift and/or move up to 20 lbs.
VII: Working Conditions
This position works in an office environment; however, some duties may require work outdoors at city events or in emergencies. While performing essential duties of this job employee works under constant deadlines, and may be exposed to dust, cleaning fumes, and works around office equipment. The noise level in the work environment is low to moderate. The work schedule is Monday – Friday 8:00 a.m. to 5:00 p.m. with a one-hour lunch break. Additional work hours and after-hours schedules may be assigned based on the needs of the City. This position will be required to work during all City Council meetings.
Some travel may be required.
VII. Supervisory Controls/Responsibility
May provide lead work direction to subordinates and guidance to other employees, providing assistance as needed.
2/28/2025