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Page 43 of 66 City of Gilbert, Iowa Job Title: City Clerk & Treasurer FLSA Status: Exempt Department: AdministraƟon Direct Reports: Yes Reports To: Mayor Revision Date: 10/2024 PosiƟon Summary Under the general direcƟon of the Mayor and Council, the City Clerk & Treasurer is responsible for overseeing the organizaƟon’s financial reporƟng, accounƟng funcƟons (uƟlity billing, A/P, A/R), budget management, payroll, investments, record-keeping, public meeƟngs and related acƟviƟes. Essential Responsibilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, with or without reasonable accommodation, and perform other duties as assigned. x Responsible for the safe custody and management of all the City’s financial assets (cash, investments, equipment, property, etc.) in accordance with the law and as advised by the City Council x Manages full-cycle budgeting process preparation, timely expenditure review and administration as required by law. Prepares and submits financial reports as required by appropriate state/federal agencies and the City Council x Responds in a timely and courteous manner to customers (public, public officials, vendors, etc.) questions and/or concerns regarding their accounts or city activities. Quickly notify appropriate City parties if additional resolution is needed x Prepares for and attend required City meetings such as Council and Planning & Zoning. Record minutes, and maintain accurate records of meeting minutes, resolutions, and ordnances. Provide support to other City boards and commissions as needed x Prepare and facilitate timely publication of hearing notices according to public notice requirements such as council packets, publication of meeting agendas and related documents. x Ensure that legal documents are properly executed by arranging signatures, certifications, and recordings and associated document retention requirements are adhered to x Partners with Ames Regional Economic Alliance to identify economic growth opportunities (commercial/private). Meet with developers/business owners to review infrastructure needs, identify desired zoning locations; review the process for annexation, site plans and platting approvals; discuss available grants and other potential financing options x Manages aspects of the employee experience: recruiting activities, new hire/onboarding paperwork, benefits enrollment/administration, employee files and workers compensation claims/reporting x Administers the annual health insurance (benefits) renewal process with vendor, analyzes new plans and makes recommendations to council on renewal options x Responsible for the processing of the bi-weekly payroll and submittal of associated payroll taxes in a timely manner x Coordinates review and prepares required financial documentation for annual audits performed by third party vendors x Manages the accounts payable cycle from entering invoices in accounting software, distributing checks, and preparing paid claims report for council packet and publication ---PAGE BREAK--- Page 44 of 66 x Process payments as received. interest, property tax, insurance, etc.); coordinate collection activities to ensure repayment of past due balances. Research and resolve any account discrepancies x Contract administration duties include bid openings and the required communication regarding contract awards x Registers bond issues by maintaining a record of all bond holders, documenting transfers, paying principal and interest to applicable bond holders x Responsible for daily cash register operations, bank deposits and bank reconciliation. x Directs and administers election proceedings as required by the Code of Iowa x Oversee the computer planning, operations, and maintenance of the financial system. x Oversee the purchasing and maintaining adequate inventory of office supplies x Assist with special projects such as reporting, research, budgeting, and year-end close out. x Assigns tasks, sets clear/objective outcomes and monitors direct reports’ work products Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Required Qualifications x High school diploma or equivalency x Associate’s degree in accounting, finance or related field (or combination of post-secondary accounting certification and municipal finance experience) x Practical knowledge of bookkeeping, accounting, and auditing x Ability to compile and analyze financial reports x Practical knowledge of municipal office procedures and practices x Must be able to work with confidential information x Proficient in Microsoft Office applications/programs x Excellent verbal and written communication skills x Comfortable with public speaking and able to establish effective working relationships with the public and fellow employees x Well-organized and skilled in time management, prioritization, scheduling, and meeting deadlines x Required to attend evening meetings x Valid Iowa driver’s license x Shall be bondable x Ability to obtain IMFOA Municipal Clerk Certification within three years Preferred Qualifications x Bachelor’s degree in accounting, finance, or related field x Five of related experience with a municipality x Current IMFOA certification x Experience with public accounting system Supervisory Responsibility: This position directly manages and leads the deputy clerk and/or an administrative assistant. The City Clerk will be responsible for the performance management and hiring of the employees in these positions. ---PAGE BREAK--- Page 45 of 66 Position Type and Expected Hours of Work: This is a full-time position with daily onsite office hours. This position requires the attendance of regular onsite evening meetings and occasional weekend work may be required as job duties demand. This position frequently interacts with the general public throughout the day along with additional face-to-face interactions during public council meetings. Travel: This position requires up to 5% travel within the local area and occasional job-related travel to trainings and conferences. Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, projection equipment, photocopiers. Physical Demands: While performing the duties of this job, the employee is regularly required to talk and listen. This position requires long periods sitting/working at a computer, standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing. The employee should be able to lift and/or move items up to 10 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Signatures The employee signature below constitutes the employee's understanding of the requirements, essential functions and duties of the position. Employee: Date: