Job description:
Position Title: City Recorder and Treasurer
Department: Executive
Job Summary: Under the direction of city leadership, the City Recorder/Treasurer, provides executive administrative, finance, accounting and bookkeeping support for the efficient and effective operations of the city. The position supports leadership and co-workers through a variety of responsibilities to include administration and compliance. The position handles confidential and time-sensitive material and effectively communicates, ensuring that administrative duties are completed accurately, timely and delivered with a high degree of quality.
Responsibilities, Duties and Accountabilities:
- Performs executive administrative operations for the City of St. Marys;
- Performs the duties as the City’s Recorder and Treasurer, preparing for and attending City Council Meetings, ensuring the City Council meeting agendas, meeting minutes, financial reports and data, correspondence and files are kept current, accurate and timely; maintains the city’s records (historical and disposable), filing of city files;
- Primary responsible for handing the city’s elections, conducting procedural requirements and certifying election results;
- Provides supervision and management for clerical employees;
- Collects, processes and enters data for the accurate and timely maintenance of incoming revenues, bookkeeping/financial entries and statements, records and reports;
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- Prepares account invoices in accordance with city services;
- Receives and collects B&O, business licenses and other city taxes, reconciling reports and making deposits;
- Performs various book-keeping/tracking as assigned;
- Reviews banking reports to ensure proper account clearings and accurate charges/payments; reporting outcomes on a routine and timely basis;
- Receives walk-in payments for incoming invoices and billings in relationship to the correlating services,
- Prepares Time and Attendance review for the accurate and timely processing of the city’s payroll, administers employee’s adjusted time recordings;
- Provides accurate and timely book-keeping entries for Accounts Payable and Receivables; prepares bank deposits, invoicing and billing for services; reviews incoming billings in relationship to the correlating Purchase Orders and forwards to the leadership for review;
- Performs other bookkeeping duties as assigned;
- Primary responsibility for the timely and accurate processing of the routine payroll duties;
- Ensures employment practices comply with city, state and federal regulations and maintains all required reporting;
- Receives and works with the leadership in addressing employee complaints, concerns and suggestions;
- Uses discretion and diplomacy to address sensitive and confidential employee matters and concerns, administration of corrective actions, investigations, suspensions and terminations;
- Ensures all corrective action and termination recommendations are reviewed (with complete file information) by the City Manager and City Council, sign-off approvals are obtained and protocols are followed prior to any actions taken by management; Ensures termination process (using established form) is completed timely and accurate in all employee terminations, ex: retirements, voluntary and involuntary separations, etc.;
- Administers employee benefits, such as Health, Dental, Vision, Life, Short-Term Disability and Vested Health Plans; Responds timely and accurately to government agencies related to employment information, such as Unemployment Insurance, Workers’ Compensation, etc.;
- Performs duties related to shipping/receiving and distribution of materials, supplies and facilities assets;
- Answers phone calls, walk-in visitors and emails, handling incoming requests and issues timely, accurately and professionally;
- Responsible for collecting, distributing and addressing daily mail and inquiries; responsible for newspaper submissions, public notices, etc.;
- Provides purchasing support for supplies; Maintains the inventory control for supplies and purchases for the city; maintains vendor and contractor services, records and contracts;
- Responsible to support leadership with policies and Standard Operating Procedures (SOP’s), and other related documents;
- Produces and maintains routine reports for leadership as assigned;
- Maintains professional working relationships with staff members, peers, leadership, customers and the general public; Takes a proactive, positive and sincere interest in our citizens, ensuring continuity of the organization’s long-standing relationship with the community;
- Other projects and duties as assigned;
- Regular and routine attendance and punctuality is required;
- Availability and willingness to work evenings, week-ends and holidays.
Preferred Qualifications:
- High school diploma or GED, supplemented by college courses in Office Administration, Accounting or Business Administration
- Demonstrated administrative skills with a minimum of three (3) years of experience working in Office Administration, Accounting/Bookkeeping, or Business
- Demonstrated excellent knowledge of payroll and financial software/systems
- Demonstrated computer skills, preferably working with Microsoft Office products, office systems and programs and the ability to successfully navigate and maintain current knowledge and skills working with technology
- Minimum 2-3 years’ experience in the supervision of employees
- Demonstrated above average verbal and written communication skills
- Ability to maintain confidentiality and use discretion in working with proprietary and other sensitive information
- Demonstrated ability to maintain organized and prioritized workloads and manage multiple tasks and projects at the one time
- Demonstrated ability to work independently and within a team setting, maintaining effective work relationships with others
- Demonstrated excellent time management skills with a proven ability to meet deadlines; successfully multi-task, using strong organizational skills, and excellent analytical and problem-solving skills
- Demonstrated ability to prioritize tasks and to delegate them to staff members as appropriate
- Ability to maintain a regular and routine attendance and be punctual for work
- Availability and willingness to work outside of regular business hours
Benefits:
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
To Apply, please send resume and cover letter with 2-3 references to b.barnhart@stmaryswv.gov
