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Municipal Clerk and Treasurer

2 months ago

Sunland Park, New Mexico, United States All American Home Care LLC Full time
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Classification:
UNCLASSIFIED - Appointed

GENERAL PURPOSE:
This role involves high-level administrative, technical, and professional responsibilities, overseeing the management of municipal operations.

SUPERVISION RECEIVED:
The Clerk/Treasurer operates directly under the Mayor and holds an unclassified, at-will position.

DESIRED MINIMUM QUALIFICATIONS:
Education and Experience:

A degree from an accredited four-year institution in public administration, business management, or a related field, or five years of experience in municipal administration.


NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:


Extensive knowledge of contemporary public administration policies and practices; familiarity with municipal finance, human resources, public works, public safety, and community development.

Proficiency in preparing and managing municipal budgets; capability to plan, direct, and implement municipal programs. Familiarity with governmental financial software, such as Caselle, MIP, or Tyler. Proficient in Microsoft Office Suite, Adobe, and other editing tools. Strong research skills.

Ability to create and analyze comprehensive reports; capability to complete assigned projects; effective verbal and written communication skills; ability to establish and maintain productive relationships with employees, officials, and the public; efficient supervision of administrative staff.

Must be proficient in English.

SPECIAL REQUIREMENTS:
Must be bondable.
Must achieve Clerk's Certification within three years of employment.
Must obtain Chief Procurement Officer Certificate within one year of employment.

KEY TASKS, DUTIES AND RESPONSIBILITIES:
Specific responsibilities include, but are not limited to:

As a Department Head, you will need to be familiar with all tasks and responsibilities of department employees to provide support as necessary.

Prepare reconciliation and audit reports for presentation to the Board of Trustees as required.

Provide leadership in developing short and long-term plans; gather, interpret, and prepare data for reports and recommendations; coordinate departmental activities with other departments and agencies.

Offer professional guidance to the Board of Trustees and Department Heads; deliver presentations to various groups and the public.

Supervise the administrative office and its staff, including the Deputy Clerk, General Office Clerk, and Finance/Utility Administrative Assistant. You may also oversee the MVD Manager, Library Director, and Code Enforcement Officer.

Establish work procedures, prepare schedules, and streamline workflows; analyze and standardize procedures to enhance operational efficiency.
Issue instructions; assign duties and review work for accuracy and compliance with policies.
Prepare various studies, reports, and related information for decision-making.
Submit regular reports and audits to state agencies.
Ensure adherence to laws and ordinances, maintaining and updating records as necessary.
Prepare and present a preliminary annual budget for Board approval. Manage the adopted budget.

Oversee accounts and records as prescribed by the Board; this includes regular bank reconciliations.

Ensure the secure handling of municipal funds.
Advise the Board on financial conditions and future needs.
Attend Board meetings as required, documenting minutes and maintaining custody of official records.
Serve as Chief Procurement Officer, ensuring compliance with procurement codes.
Manage correspondence for the Mayor and the Town.

Conduct evaluations of personnel under your supervision as needed.

As Clerk/Treasurer, you will handle inquiries from citizens and external organizations, requiring a solid understanding of municipal services and procedures.

Maintaining positive public relations is a key responsibility.
Provide copies of public records upon request.
Represent the municipality effectively in all communications, ensuring prompt and courteous service.

PERIPHERAL DUTIES:
Recommend measures for Board adoption as necessary.

Prepare and submit reports as required by the Board or deemed advisable.

Participate in lobbying activities and legislative meetings with the Mayor.
Collaborate with the office team to assist with procedures as needed.
Oversee staff training and assist with grant and loan applications.

DUTIES NOT EXCLUSIVE:
The duties outlined are illustrative of the work performed and do not exclude similar or related tasks.

TOOL AND EQUIPMENT USED:
Frequent use of personal computers, including word processing, spreadsheet, and accounting software, as well as calculators, telephones, copiers, and fax machines.

WORK ENVIRONMENT:


The work environment is representative of typical conditions encountered while performing essential job functions.

Reasonable accommodations may be made for individuals with disabilities.

The Clerk/Treasurer works in administrative offices but may require travel to various locations for town-related events.

A Town vehicle may be provided, or personal vehicle use may be required with mileage reimbursement.

The noise level is generally moderate.

PHYSICAL DEMANDS:


The physical demands described are representative of those necessary to perform essential job functions.

Reasonable accommodations may be made for individuals with disabilities.
While performing job duties, the employee is frequently required to sit, talk, walk, see, and hear. The employee must use hands and fingers to handle objects and tools.
The employee may occasionally lift or move up to 25 pounds.
Specific vision abilities required include close vision and the ability to adjust focus.
The employee may occasionally drive a vehicle.

SELECTION GUIDELINES:
Formal application, evaluation of education and experience, interviews, and reference checks; job-related tests may be required.

This is an appointed position, with the Clerk/Treasurer serving at the discretion of the Mayor and with Board approval.


JOB DESCRIPTION NOT A CONTRACT:


This job description does not constitute an employment agreement and is subject to change by the organization as job requirements evolve.

Employees are not required to disclose physical or mental limitations unless seeking accommodations.