Municipal Clerk I - Tarrant City Job at The Personnel Board of Jefferson County
The Personnel Board of Jefferson County Jefferson County, AL
ATTENTION Merit System Employees: Do not apply through this site.
Grade 26
CLOSE DATE
SUMMARY
Municipal Clerks (I) are responsible for the maintenance and management of official records and documents for small cities/jurisdictions. Employees in this position act as treasurer for their respective cities/jurisdictions (e.g., organizing finance activities, accounting, budget and revenue administration), prepare various reports (e.g., council meeting agendas, budget reports, public hearing minutes), administer employee benefits programs, oversee city planning activities (e.g., issuing license/permits, drafting ordinances), and serve as magistrates to oversee various court functions (e.g., issuing warrants, accepting bonds, maintaining court dockets). As supervisors of subordinate clerical personnel, Municipal Clerks (I) assign and review work, administer performance appraisals, attend employee hearings, and provide work-related feedback. Municipal Clerks (I) work almost exclusively in an office setting using standard office equipment (e.g., computer, phone, copier, etc.).
TYPICAL JOB DUTIES:
- Acts as Treasurer through the planning, organizing, and directing the jurisdiction's financial activities and programs to include investment management, accounting, budget administration, revenue administration, risk management, and auditing.
- Attends meetings, records minutes, gathers information in order to prepare reports, ordinances, resolutions, notices, and other documentation for submission to governing bodies.
- Manages all city official records including developing procedures for records management, retrieval, and disposal; maintenance and preservation of official city documents and records.
- Serves as Election Manager/Chief Election Officer by participating in the administration of municipal elections, such as preparation or distribution of ballots, appointment or training of election officers, and/or tabulation or certification of results.
- Oversees and participates in the administration of employee benefits programs, City insurance, and personnel and payroll functions within the jurisdiction through maintaining records, communication information to various parties, and developing applicable policies and procedures.
- Assesses the need for purchase of supplies/equipment/services and acquires needed supplies/equipment/services in accordance with appropriate purchasing and bid laws and policies, and establishment and monitoring of contracts for systems, equipment, and services.
- Oversees and participates in City Planning activities through the issuance of various licenses and permits, reviewing various applications submitted, drafting ordinances, and addressing issues dealing with annexation, subdivision, planning, and zoning actions.
- Performs various administrative activities through serving as the liaison for the Municipal Clerk’s Office with other divisions, departments, outside agencies, and the general public in order to resolve issues, answer questions, etc.
- Serves as Magistrate when necessary and oversees court functions (May act in this position when needed) in the absence of court personnel (e.g., Magistrate, Magistrate Supervisor, etc.) in order to ensure that processes continue efficiently and in compliance with all local/federal laws, rules and regulations.
- Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, and providing performance feedback and training to staff.
MINIMUM QUALIFICATIONS:
The following Minimum Qualifications are required for this job. You must demonstrate possession of these qualifications by providing a detailed description of your related experience in the work history section of your application. Please note that replicating or restating these minimum qualifications or the information from the Personnel Board’s job description as your own work experience will result in your disqualification. Please describe your work experience in your own words to represent the work you have performed that is related to the minimum qualifications for this job.
Option A:
- Minimum of twelve (12) hours of completed coursework in Finance, Accounting, or a combination of both from an accredited program.
- Experience supervising subordinate staff to include assigning tasks, reviewing work, training, and conducting performance appraisals.
- Experience performing administrative level tasks to include involvement in policy and procedure development, maintaining departmental/organizational records, writing official reports and correspondence(letters/memos).
- Experience utilizing parliamentary procedures (e.g. Robert's Rule of Order) and local government proceedings as needed to attend and oversee council meetings, zoning, and planning commission meetings, public hearings, etc.
- Experience with conducting public meetings (e.g. public hearings, neighborhood association meetings, zoning and permitting, etc.) and the protocols associated with such meetings such as taking meeting minutes, compiling and dispersing meeting agendas, operating meeting equipment.
- Experience using software packages such as Word, Excel, Outlook, or comparable software for the purpose of but not limited to correspondence, file management, record keeping, etc.
Option B:
- Experience performing bookkeeping functions (e.g., producing financial reports (profit and loss statements, tracking income and expenditures, balance sheet).
- Experience supervising subordinate staff to include assigning tasks, reviewing work, training, and conducting performance appraisals.
- Experience performing administrative level tasks to include involvement in policy and procedure development, maintaining departmental/organizational records, writing official reports and correspondence (letters/memos).
- Experience utilizing parliamentary procedures (e.g. Robert's Rule of Order) and local government proceedings as needed to attend and oversee council meetings, zoning, and planning commission meetings, public hearings, etc.
- Experience with conducting public meetings (e.g. public hearings, neighborhood association meetings, zoning and permitting, etc.) and the protocols associated with such meetings such as taking meeting minutes, compiling and dispersing meeting agendas, operating meeting equipment.
- Experience using software packages such as Word, Excel, Outlook, or comparable software for the purpose of but not limited to correspondence, file management, record keeping, etc.
PREFERRED QUALIFICATIONS:
None.
COMPETENCIES:
- Adaptability & Flexibility.
- Computer & Technology Operations.
- Heavy Equipment & Vehicle Use.
- Leadership & Management.
- Learning & Memory.
- Oral Communication & Comprehension.
- Planning & Organizing.
- Problem Solving & Decision Making.
- Professionalism & Integrity.
- Researching & Referencing.
- Reviewing, Inspecting & Auditing.
- Self-Management & Initiative.
- Sensory Abilities.
- Teamwork & Interpersonal.
- Technical & Job-Specific Knowledge.
- Technical Skills.
- Training & Facilitation.
- Written Communication & Comprehension.
CRITICAL KNOWLEDGES:
- Knowledge of basic accounting principles and terminology, such as debit, credit, journal entry, general ledger, trial balance, cash flows, income statement, and balance sheet.
- Knowledge of parliamentary procedures and local government proceedings as needed to attend and oversee council meetings, zoning and planning commission meetings, public hearings, etc.
- Knowledge of Municipal Court systems and proceedings (e.g., City and local ordinances, amendments, proceedings, etc.).
- Knowledge of Governmental Accounting Standards Board regulations and standards.
WORK ENVIRONMENT:
Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.
Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.
PHYSICAL DEMANDS:
Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Job may involve occasional light lifting of items or objects weighing up to 25 lbs.
DISCLAIMER: This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.
Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Job may involve occasional light lifting of items or objects weighing up to 25 lbs.
DISCLAIMER: This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.
SPECIAL ACCOMMODATIONS
Persons requiring special conditions to accommodate a disability when completing the application should contact the Personnel Board at 205-279-3500 before the announcement closing date. Qualified applicants who believe they will need reasonable accommodation in the examination process should complete and submit an Accommodation Request Form. You may obtain an Accommodation Request Form by contacting our ADA Ombudsperson at ADAO@pbjcal.org, or by accessing the "Request for Accommodation" form through the following website:
http://www.pbjcal.org/
AN EQUAL OPPORTUNITY EMPLOYER
The Personnel Board of Jefferson County (Personnel Board) provides a public personnel system based on merit principles. The Personnel Board strives for the constant improvement of the public service by employing and developing the best qualified persons available. The Personnel Board provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, creed, religion, political beliefs, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment decisions are made by the Merit System municipality or governmental agency in which the position exists. Each Merit System municipality, agency, or jurisdiction administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations.
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