Clerk-Treasurer

City Clerk 2024-07-19

City Of Ruston Application For Employment

CITY OF RUSTON, WA POSITION DESCRIPTION

TITLE:  Clerk-Treasurer

DEPARTMENT: Administrative Services

REPORTS TO: Mayor

STATUS: Non-Exempt

Hiring Salary Range:  $75,000 – $90,000 Annually + Benefits

About Ruston:

Located in the heart of the South Sound with sweeping views of Mount Rainier and Commencement Bay, the historic Town of Ruston is an impressive destination where many want to live, work, play, and stay. The old industrial area, formerly known as the American Smelting and Refining Company (ASARCO), is now home to a developing community of mixed uses, including multifamily residential, the Silver Cloud Hotel, Century Theater, the Ruston Market, and other mixed uses.

Ruston has always had a deep-rooted sense of community and is currently home to about 1000 residents that enjoy small-town celebrations, charming, walkable neighborhoods amidst a grid of alleys and sidewalks that link to Point Defiance Park, Dune Peninsula, Pearl District, and Point Ruston.

SUMMARY

Overseeing all administrative, operational, strategic City financial functions, the Clerk-Treasurer duties include revenue collection, utility billing, accounts payable, accounts receivable, payroll, cash balances, investments, banking functions, debt management, federal and state financial reporting, and audits. Additionally, the Clerk-Treasurer will serve as a financial advisor to the Mayor and City Council, making recommendations and developing fiscal policies to balance the competing priorities of the City. The Clerk-Treasurer will also serve as an innovative leader, working to empower and retain valuable personnel while providing financial support to other departments, appointed and elected officials, and outside agencies. This innovative leader will be solutions-oriented, using creative problem-solving and critical-thinking to manage a complex public sector budget and finance capital projects.

The Clerk-Treasurer will establish and maintain official permanent City records and files, and to provide assistance to the public, City staff and others, as needed. The Clerk-Treasurer also prepares and processes legal publications and documents and supports the Mayor with development of the City Council agenda and scheduling of City Council meetings.

Other duties include general administrative support and back-up to designated staff as needed. The Clerk-Treasurer is classified as a Fair Labor Standards Act (FLSA) non-exempt position.

ESSENTIAL JOB FUNCTIONS

Clerk-Treasurer

• Perform all duties as prescribed by law for the Clerk-Treasurer.
• Schedule and attend City Council meetings and provide reports or information as requested; develop City Council agenda.
• Manage and maintain ordinances, resolutions and proclamations and coordinates codification of municipal code.
• Manage preparation of City Council packets.
• Prepare and publish public notices and other legal advertisements of notices. Coordinate publication with local newspaper, including dates and text of publication.
• Prepare City Council schedule notice.
• Custodian of the Official Seal for the City. Manages and prepares certified true copies, as necessary.
• Serve as liaison to Pierce County Elections Office and Public Disclosure Commission. Provides information as required.
• Administer the Oath of Office to City Council members, Police Officers and other board and commission members as needed.
• Update Municipal Code book as needed.

Information Technology

• Serve as lead coordinator of the City’s web site; Gather and coordinate City web page information with various departments to include technical design, editing, upgrades and applications maintenance; Review and maintain active web site contents.
• Coordinate delivery of information technology services by the City’s IT contractor.

Records Management

• Oversee the design, development and implementation of City-wide records and information management program that complies with Federal and State laws.
• Work closely with departments to determine the best business processes for the systematic preservation of total life cycle of records using both manual and automated methods as required.
• Administer the function of public records disclosure, assisting the public in accessing records and information in compliance with the Public Records Act and City policy.
• Develop and administers the City’s record retention and disposition schedules; preserve and protect the City’s historical records and information.
• Coordinate records storage center and prepare destruction forms and records.
• Develop and implement improvements to the City’s filing system.

Administrative Support

• Business License and Business Occupation processing support.
• Assist Mayor and other City staff with various projects as assigned.
• Coordinate updates for City calendar.
• Serve as Notary Public providing service to the City and the public.
• Serve as back up to Utility Clerk and permit counter/public works support staff.

Other

• Work within established guidelines, policies, and procedures.
• Regular and punctual attendance is an essential function.
• Involves attendance at evening meetings.
• All other duties that may be assigned.

EDUCATION AND EXPERIENCE

• Five (5) years’ experience with records management; OR combination of equivalent education and experience. Public sector experience preferred.
• Certification as a Municipal Clerk is preferred. Must be willing to obtain certification as a municipal clerk.
• Must obtain a notary within two months.

Knowledge of:

• Modern office systems and technology including personal computer and related software;
• Technical and/or specialized functions, policies, and procedures of the function to which assigned;
• Business letter writing, email communications, and report preparation;
• English usage, spelling, grammar, and punctuation
• Advanced principles and procedures of record keeping and filing to include both hard copy and electronic;
• Principles of mathematics.

Ability to:

• Correctly interpret and apply the policies and procedures of the function to which assigned;
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities;
• Perform a variety of specialized clerical, office support work involving the use of independent judgment and personal initiative;
• Develop and compile information for a variety of reports;
• Train and direct other clerical personnel;
• Work independently;
• Operate a variety of office machines including a computer and appropriate software programs;
• Understand and carry out oral and written directions;
• Review and monitor a variety of budgetary/financial information;
• Perform mathematical calculations quickly and accurately;
• Remain current in emerging office methods, practices, procedures, and equipment;
• Communicate clearly and concisely, both orally and in writing;
• Establish and maintain cooperative working relationships with those contacted in the course of work;
• Operate tape and digital recording equipment;
• Pass a background and credit check.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to sit; use hands to manipulate, handle or feel objects, tools, or controls; reach with hands and arms; climb or balance; talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, crawl, and lift objects no heavier than 20 to 25 lbs.

The noise level in the work environment is usually moderate.

+++++ DISCLAIMER: Job profiles are not intended, nor should they be construed to be, an exhaustive list of all responsibilities, tasks, skills, efforts, working conditions or similar behaviors, attributes or requirements associated with a job. A job profile is not a comprehensive job description.