District Clerk

Essential Functions:

The role of District Clerk is fundamental to the efficient and effective administration of our district's operations. The incumbent will be responsible for a diverse array of tasks including accounting, record-keeping, and clerical functions while providing exemplary support to the Board, staff, and customers.

Maintain meticulous financial records by preparing, processing, filing, and managing County, State, and Federal reporting, legal documents, and financial accounts. This includes overseeing accounts payable and receivable, vendor relationships, and reconciling bank and investment accounts with exacting precision. This position requires effective verbally and writing communication, proficient typing, accounting, and computer skills.

Financial Oversite: Create and maintain customer accounts and billing statements for District customers for utility services and other District fees while providing excellent customer service. Forge a close partnership with the district controller to prepare and file monthly reports, quarterly reporting, year-end audits, and other essential accounting functions of the district. Maintain and reconcile all district bank accounts and investment accounts.

o Accounts payable, enter invoices, review accounts payable expenditures for cost savings, manage vendors and payment of all District expenses. Keep District's payable accounts in good standing.

o Accounts receivable, enter all payments made towards District fees and other incomes including County tax payments, wildland income and grant funds. Monitoring and managing accounts and billings, following up with any customer or vendor with outstanding payments.

o Stewardship of Grants: Oversee all aspects of grant management, ensuring compliance with regulatory requirements and delivering transparent reporting on outcomes to District Board, staff, and community.

o EMS Billing Coordinator, reconcile receivable accounts, routine audits for Medicaid/Medicare and other insurance providers.

o Payroll and Employee Benefits, responsible for processing employee paychecks, maintaining payroll records, and ensuring accurate and timely compensation for all employees

Personnel Administration: Streamline new hire onboarding processes, manage employee payroll, benefits, retirement plans, and personnel files in strict adherence to Federal and State reporting guidelines. Additionally, ensure timely completion of year-end forms such as W2's and 1099 to uphold regulatory standards. Process employees' paychecks by collecting their payroll data and timesheets, verifying employees' work hours and payment through the payroll system, issuing deductions, earnings, and other statements to employees, and updating payroll records regularly. Ensure payroll tax deposits are made in timely manner, manage employee retirement, benefits plans, personnel files for each District employee and volunteer under Federal and State reporting guidelines. Complete HR functions, as necessary.

Regulatory Adherence: Ensure the punctual submission of tax filings for State and Federal governments, provide support in preparing the annual District budget, and maintain transparency and compliance with truth in taxation laws. Prepare and publish agendas and any other documents for District board meetings. Attend board meetings and take minutes. Publish all necessary notices within the required time limit in accordance with Utah State law.

Records Management: Serve as the District's official State Records Officer, maintaining esteemed certifications with Utah State Archives. Oversee a comprehensive records management system with diligence, fulfilling GRAMA requests while adhering to HIPAA and other State regulations, creating, and maintaining a records retention schedule, scanning, and uploading files to create digital copies of physical records, processing, and file copies of incoming and outgoing physical correspondence.

Legal Liaison: assist District legal counsel in matters pertaining to District policy, resolutions, and other legal affairs, ensuring adherence to the highest standards of legal compliance.

Community Engagement: Coordinate, attend, and document all District community committee meetings and activities, fostering relationships within the community and serving as the District's historian. Manage District website and social media platforms, planning and executing social media strategies, creating, and publishing content to a variety of platforms, and interacting with their communities and audiences.

Other Essential Duties and Qualifying Skills:

· Flexible with work hours outside of 9 to 5 schedule.

· Demonstrate exceptional versatility in undertaking additional tasks and problem solving as assigned by the District's board of officers, fire chief, and public works director.

· Exemplary verbal and written communication skills.

· Proficient typing, accounting, and computer skills.

· Exceptional organizational prowess and multitasking abilities.

· Impeccable attention to detail and accuracy.

· Proven ability to establish and maintain effective working relationships with coworkers, customers, and community.

· Comprehensive familiarity with relevant laws, regulations, and best practices.

· Notary certification (or demonstrated willingness to obtain certification).

This job description endeavors to project professionalism, clarity, and a commitment to excellence in every aspect of the District Clerk role.

Job Type: Full-time

Pay: $ $30.00 per hour

Work Location: In person