Administrative Clerk​/Deputy City Clerk

Title

Administrative Clerk/Deputy City Clerk

City Administration

Non-Exempt (Hourly), Benefit eligible with +32 hours/week

$23-$26.00/hour plus employer paid benefits (Insurance: Medical, Dental, Vision, Life, AD&D, and Short-Term Disability)

Responsible to see that all facets of the city clerk’s office operate as needed.

• Answer the telephone.
• Respond to messages or forward messages to the appropriate person.
• Backup to: collect mail from the post office, open mail, route mail to the appropriate person and respond to mail if needed
• Wait on customers, provide information, receive information, and receive payments.
• Respond to customers’ email inquiries or route them to the appropriate person.
• Backup to place posts on social media and to respond to posts on social media, answering questions and providing accurate information.
• Sign for packages and route them to the appropriate person.

• Keep other city hall staff informed of current issues.
• Communicate information to the entire staff.
• Perform research for staff, management, and customers.
• Send out correspondence and other mailings as needed.
• Manage email system and respond or forward when needed.
• Report on street light issues to utility companies.
• Receive formal complaints and forward them to the appropriate person.
• Update website.
• Proofread and edit documents as needed.
• Process emergency notifications.
• Compose letters and reports as needed.
• Post items into the City’s social media system.
• Post messages on the electronic sign at city hall.

• Backup to post public notices as required. Examples are agendas, public hearing notices, ordinances, and others as needed.
• Assist in setting up and tear down the room.
• Backup to perform all city clerk/treasurer meeting duties in the absence of the city clerk/treasurer including, but not limited to sending agenda request email, receive packet items, build the packet, prepare the room, attend the meeting and take minutes, type the minutes and any other documents after the meeting and post or publish as required, and tear down the room.

• Managing paper files, this involves filing information correctly, weeding out unneeded information, and selecting information to be archived.
• Managing electronic files involves determining file structure and procedures to print or scan documents into the computer system as electronic files, and implementing new areas to use electronic files to reduce use of paper, and more.
• Draft various forms as needed, these may be paper or electronic - if electronic, see what business processes may be written to make the handling of this form more efficient.
• Input issues into the database and retrieve information as needed.

• Record time accurately on own timecard.
• When another staff person is gone, be the second person to assist to sign off and approve timecards, verify time sheet information, calculate distributions of time, record time sheet information on spreadsheets, generate and distribute pay checks and direct deposit notices, track leave time available and used on a spreadsheet to balance with the payroll system, and process required reporting. This includes weekly, monthly, or annual tax payments to the US Treasury

• Lead to administer the utility billing system.
  • Wait on customers, opening envelopes from mail and drop box.
  • Check for online payments.
  • Collect new resident utility requests, as well as presenting new residents with utility information.
  • Process service orders.
  • Revise documents used with utility system.
  • Initiate the monthly and as needed meter readings.
  • Generate the bills, process penalties, process delinquent notices, generate reports, scan or print all documents related to utility billing.
  • Communicate and recommend action for delinquent accounts to the city clerk/treasurer.
  • Ensure code enforcement for utility matters.
  • Work with the city clerk to process needed liens/assessments for uncollected amounts due.
  • Work with the city clerk to process write-offs for uncollectable amounts due.
  • Submit information to the Income Off-set Program as described by the Iowa Department of Revenue.
  • Suggest…