City Clerk/Chief Financial Officer

POSITION SUMMARY

Plans, manages, oversees, and directs the operations and services of the City Clerk and Municipal Court Divisions, which include, but are not limited to, municipal elections, publishing all legal notices, records management, providing staff to support courtroom operations, and ensuring that services are provided to the court and the public in an accurate, timely, and efficient manner. Will serve as a technical resource for the Board of Mayor and Selectmen. Prior experience with municipal government preferred, but not required.

Responsibilities

Plans, manages, oversees, and directs the operations and services of the City Clerk and Municipal Court Divisions; Attests Mayor's signature for all legal documents; Secures the City seal; Responsible for docket preparation for Board meetings; Responsible for taking minutes of City Board meetings; Ensures accuracy of Board minutes; Prepares minutes for Mayor's signature; Updates cemetery files; Sells or transfers cemetery plots; Signs all cemetery deeds; Invoices cemetery's monthly notices; Directs the purchase of securities required by law and good business practices; Directs all phases of collections area, including tax collections, water bills, and etc.; Responsible for all municipal documents, public notices and hearings; Responsible for all phases of balancing operations, reports and deposits; Signs all warrants for approval; Keeps a record of all warrants drawn on City deposits and makes a monthly report; Ensures all legal files are properly secured; Files all contracts and updates to contracts; Files all deeds and easements; Ensures all legal filings are submitted to proper authorities; Secures all ordinance books and various committees' minute books; Invoices septic haulers monthly according to city ordinance; Invoices bulk water to various vendors; Submits all forms to MS Municipal Service Company for liability claims; Submits all documentation to insurance company for vehicle accidents; Responsible for street closings, park requests, and parking garage; Responsible for file retention and storage; Responsible for all elections and securing absentee ballots and blank ballots; Responsible for filing documentation to the Secretary of State's Office concerning elections; Ensures filing in the newspaper of all legal documentation; Files all notices of delinquent tax; Files liens against properties; Assists with public hearings for nuisance properties; Assists Accounts Payable with warrants and checks; Certifies tax levy; Assists voters with registration inquiries; Assists the general public with public records requests and certifies records when necessary; Secures all bonds and supporting documents; Ensures all minute books are secure in the vault; Signs monthly bank reconciliations prepared by the Director of Finance; Responsible for day-to-day assignments and supervision of Municipal Court staff; Directs municipal court clerks in maintenance of the court calendar and disposition of cases; Assists Municipal Court Clerk with scheduling staff for court and preparing documents; Assists with maintaining an efficient and effective filing system; Performs other duties as assigned

Requirements

Bachelor's Degree in Business Administration or related field; At least two (2) years' experience in municipal government with some supervisory experience; Any equivalent combination of education and experience; Familiar knowledge of the principles and practices of governmental accounting and public finance administration; Strong technical understanding of computer information systems and management information systems; Demonstrates leadership skills with a healthy work ethic, high energy, inquisitive mind, and the confidence and strength of personality to get things done; Good organizational and planning skills that include being proactive and visionary; High comfort level in working with people from a variety of backgrounds and possess a diversity of skill sets to effect change; Excellent written and oral communication skills; Ability to compare and/or judge the readily observable, functional, structural and composite characteristics of data, people, or things; Thorough knowledge of modern office procedures and equipment, including the application of electronic data processing to the maintenance and analysis of fiscal data; Valid State Driver's License; Frequently required to sit, talk or hear, stand; occasionally required to walk, use hands to finger, handle, or feel objects, tools, or controls, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and taste or smell; occasionally lift and/or move up to 10 pounds and up to 100 pounds

Nice to have

Prior experience with municipal government preferred, but not required