HomeMy WebLinkAboutResolution #3906RESOLUTION NO. ~ ~ 0 6
A RESOLUTION ESTABLISHING A JOB DESCRIPTION FOR THE DEPUTY CLERK FOR
THE CITY OF CANTON, ILLINOIS
WHEREAS, pursuant to 65 ILCS 5/3.1-35-90 and 65 ILCS 5/3.1-35-95, the City of Canton,
acting through its City Council, is authorized to assign duties to the City Clerk and Deputy Clerk, and
WHEREAS, the City Council has determined that in order to provide efficient administration
of City staff and services, job descriptions should be created and/or amended for all non-bargaining
personnel, including the Deputy Clerk; and
WHEREAS, job descriptions are intended to describe the general nature and level of work
being performed by specific employees, but it is recognized that the list may be exhaustive of the
duties performed by said employee; and
WHEREAS, after review and discussion, the City Council has determined that it is in the best
interests of the citizens of Canton to adopt the attached job description for the Deputy Clerk's position.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Canton, Illinois, as
follows:
1. That the City Council is authorized to assign duties to the City Clerk and Deputy Clerk.
2. That the job description for the Deputy Clerk, which is attached hereto and incorporated herein
as Exhibit A, is hereby approved in the form attached.
3. That the City Administrator may, from time to time, propose changes to the Council in the
Deputy Clerk's job description to more accurately reflect the nature and level of work being
performed.
4. That this Resolution shall be in full force and effect immediately upon its passage by the City
Council of the City of Canton, Illinois and approval by the Mayor thereof.
PASSED by the City Council of the City of Canton, Illinois and approved by the Mayor thereof this
3rd day of November , 2009, upon a roll call vote as follows:
AYES: Aldermen voted by voice vote and was unanimous.
NAYS: None .
ABSENT: Alderman Jason Strandberg resigned on 9-22-09.
Approved:
Kevin R. Meade, Mayor
Attest: (f~ 1~~ ~~ ~'~
Nancy ites, City Clerk
City of Canton, Illinois
Deputy Clerk/Treasurer Job Description
Job description statements are intended to describe the general nature and level of work being
performed by employees assigned to this job title. They are not intended to be construed as an
exhaustive list of all responsibilities, duties and skills required.
GENERAL SUMMARY
To assist the City Clerk/Treasurer in the day-to-day operation of the City Clerk's and
City Treasurer's offices. To perform a wide range of accounting and administrative and
human resource tasks; process information on personnel, payroll, and accounts payable
on the City's central accounting system. Accounting clerical work in accounts payable,
billing and collections;
SUPERVISION
This position is appointed by the Mayor and City Council. The Deputy Clerk/Treasurer
works under the immediate supervision and direction of the City Administrator. General
supervision is provided by the City Clerk and City Treasurer, respectively.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Process purchase orders and invoices; verify purchase orders with invoices;
research invoice discrepancies; process and distribute payments as requested.
2. Maintain various accounts, ledgers, registers, and journals.
3. Collect and verify a variety of information as requested including purchase orders
and invoice and vendor data; receive and record payments of customer accounts.
4. Enter and verify data pertaining to expenditures requests and vendor file data.
5. Prepare, issue and distribute accounts payable checks to City vendors.
6. Prepare wire transfers "ACH" payments for tax collections, medical insurance
payments and other accounts payable charges.
7. Monitor and process payroll information including payroll checks, time sheets,
absences, vacation, personal days and sick day's accrual.
8. Coordinates and reconcile health insurance correspondence with City's health
insurance provider.
9. Collect and verify a variety of information to the public; receive citizen and
compliance complaints and questions and refer to appropriate department for
resolution.
10. Assist the City Administrator in administering all workers compensation claims,
including coordinating with the employee, department, physician and adjuster.
11. Serves as initial liaison with all employee benefit plans.
12. Serves as the coordinator for the City's wellness plan.
13. Serves on the city insurance committee.
14. Act on behalf of the City Clerk in his/her absence.
15. Assist the City Clerk with records retention and the efficient distribution of
information.
OTHER DUTIES AND RESPONSIBILITIES
1. Audit and maintain files and records prepare periodic reports and distribute to
designated departments and divisions; photocopy, mail or fax materials as
necessary.
2. Develop and maintain human resource software.
3. Perform other duties as assigned.
MINIMUM JOB REQUIREMENTS
Education and/or Experience
High School Diploma or GED.
Three -five years of increasingly responsible experience in accounting or
bookkeeping including some experience with computer entry equipment and
Microsoft Office.
Knowledge Skills and Abilities
Knowledge of:
Accounts payable, accounts receivable and maintaining general ledgers.
Payroll functions and procedures.
Principles and procedures of financial record keeping and reporting.
Mathematics and bookkeeping as applied to municipal accounting.
Modern office procedures, methods and equipment including computers and
associated equipment.
Basic business letter writing ability to maintain a high level of accuracy in
preparing and entering financial and payroll information:
FMLA, disability, unemployment insurance and workers compensation
Skills in:
Assembling and preparing data for reports.
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Operating various types of office equipment including typewriters, computers, fax
machines, copiers and adding machines.
Ability to:
Ability to maintain confidentiality concerning financial and employee files.
Establish and maintain cooperative working relationships with those contacted in
the course of work.
Prepare a variety of memorandums, correspondence, reports, public notices and
documents as assigned.
Work independently in the absence of supervision.
Prepare and maintain detailed and accurate financial and statistical records.
Accurately prepare and post relevant data to the accounting and payroll systems.
Interpret and apply bookkeeping principles, rules and regulations.
Prepare a variety of routine financial statements, reports and analysis.
Communicate clearly and concisely, both orally and in writing.
Pass a medical physical and drug test.
LICENSES AND CERTIFICATES
ADP Payroll Certification
COMPETENCIES
An employee's performance will be evaluated based on five competencies:
1) Job knowledge; 2) Teamwork; 3) Customer Service; 4) Flexibility; 5) Work Ethic.
PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT
Maintain effective audio-visual discrimination and perception needed for:
• making observations
• reading and writing
• operating assigned equipment
• communicating with others.
Maintain physical condition appropriate to the performance of assigned duties and
responsibilities which may include the following:
• sitting for extended periods of time.
• occasionally lifting and carrying objects weighing up to 34 lbs.
• bending, stooping, twisting, and reaching above the shoulder.
Salary is commensurate with experience.
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