CITY OF AURORA

CITY RECORDER/FINANCE OFFICER

 

GENERAL STATEMENT OF DUTIES

Appointed as the Clerk of the Council and is responsible for implementation of Council established policy.  Performs a high level of administrative, technical and professional work in directing the administration of Administration, Finance, Community Development and Municipal Court departments of the City, including City’s contractor relationships. Serves as City budget and finance officer, administers City elections, personnel programs, grants and records retention processes.

SUPERVISION RECEIVED

Works under the direction and supervision of the Mayor and City Council.

SUPERVISION EXERCISED

Exercises direct supervision of all Administration, Finance, Community Development and Municipal Court employees, volunteers and City contractors with the exception of the Municipal Judge.  Exercises fiscal supervision and authority over the City budget, expense control, grants, personnel policies and practices, and City records retention.

EXAMPLES OF WORK

An employee in this classification may perform any of the following duties.  However these examples do not include all the specific tasks which the employee may be expected to perform.

·         Plan and direct the overall operations and functions of departments within the responsibility range.  Coordinate programs, procedures and administrative problems with Department Managers to improve the effectiveness of City service.  Evaluate and develop operating procedures within responsibility range..

·         Provide information and report to the City Council regarding municipal operations and legislative matters.  Keep the Council advised at all times of the affairs and needs of the city.

·         Provide recommendations for revisions to City ordinances and policies to meet changing needs and conditions.

·         Oversee maintenance of official records for the City Council, Planning Commission and Historic Review Board.  Counter-sign all writings authorized by the City Council in capacity of City Recorder, as required by City Charter and State laws.

·         Prepare agenda and packets for City Council and Planning Commission meetings; prepares and distributes packets.

·         Attend meetings of the City Council and Planning Commission in capacity as Clerk of the Council and secretary to the Planning Commission.  Produce documents and proceeds with business arising as a result of these meetings.

·         Draft and prepare routine resolutions, ordinances, transcripts, memos and correspondence.  Issue and post notices.   Disburse appropriate public records and publish necessary legal notifications.

·         Direct administration of daily budgetary and financial affairs including receipt and disbursement of city moneys, procurement policies, banking and investments, and all aspects of payroll, collections, and liens.  Direct and administer municipal court and utility billing activities.

·         Prepare, present and file the annual budget in capacity of City Budget Officer.

·         Prepare and compile documents for annual and periodic audits.

·         Administer and monitor effectiveness of all City personnel policies.  Confer with Department Managers regarding recruitment, interviewing and hiring of new employees and performance review and disciplinary actions.

·         Provide risk and loss management oversight through coordination with City insurance agent on administration of policies, and confer with agent on pertinent insurance matters.  Maintain records on all City properties and assets.  Ensure all employees follow safety procedures and practices according to City policy.

·         Recruit and administer service contracts for such things as payroll and accounting services, building inspection, audit, legal and engineering.

·         Prepare and administer all election processes including ballots, candidate and organizational filings.

·         Supervise community development programs including applications, permits, licenses and information related to building and planning inquiries.

·         Oversee City records retention policy including retention schedules, records destruction and archiving to ensure cohesive city wide system in compliance with State Records standards.

·         Prepare grant applications in conjunction with Department Managers and contract personnel.  Administer grants keeping accurate records and filing appropriate reports.

·         Keep abreast of current laws and policies regarding personnel, elections, risk management, grants, public records, and record retention. 

·         Meet with the public seeking information or making complaints on any city issue and follows through to resolution. Refers information request in the same manner. Works with appropriate Department Manager to ensure customer follow up.

·         Represent the City at regional and state levels, using the resources of other agencies to benefit the City.  Develop good working relationships with other local governments and inter-governmental agencies.

·         Exhibit dedication to building good public relations throughout the community and market a positive City image to tourists and newcomers.

DESIRABLE QUALIFICATIONS FOR EMPLOYMENT KNOWLEDGE, SKILL AND ABILITY

Thorough knowledge of municipal government organization and how the City relationship integrates with other governmental jurisdictions.  Demonstrated experience with the principals and practices of public budgeting, banking, bonds and investments, accounting and payroll, elections, records retention, grantsmanship, assessments, personnel management (assigning, supervising, reviewing, hiring and firing).  Experience with legal requirements for public meetings, publishing, notifications, and elections. Excellent skill in establishing and maintaining cooperative and harmonious working relationships with city officials and employees, representatives of businesses, other government organizations and the general public.  Thorough knowledge of principles and methods used in office practices.  Familiarity with general office equipment particularly computers and software associated with budgeting, general ledger, utility billings, word-processing and associated desktop programs.

EXPERIENCE AND TRAINING

Five (5) years of progressive experience in municipal government administration, preferably as a City Recorder, Finance Officer or some combination.  BA degree in public administration, accounting, or course work in the same or related field is desirable but not required.  Any satisfactory equivalent combination of experience and training may substitute for the above.  Minimum of two (2) years supervisory experience. 

NECESSARY SPECIAL QUALIFICATIONS

CMC (Certified Municipal Clerk) status preferred.