City Employment

Administrative Office/Deputy Clerk Position

CITY OF REED CITY

Administrative Office/Deputy Clerk Position

The City of Reed City is seeking qualified applicants to fill a full time Administrative Office/Deputy Clerk position, 40 hours per week. Duties will include receptionist, data entry, filing, customer service, accounts payable and administrative support to the Clerk, Treasurer and City Manager. Minimum of 3-5 years office experience required. Must be a self-starter with strong oral and written communication skills, detailed oriented, strong math and organization skills, familiar with office procedures and demonstrated ability using computers and various word-processing and spreadsheet software.

To apply, submit a cover letter and resume to City Clerk – Office Administrator, 227 E. Lincoln Ave. Reed City, MI 49677. Resumes will be accepted through September 19, 2024. www.reedcity.org , for job description.

The City of Reed City is “AN EQUAL OPPORTUNITY EMPLOYER”.

Job Description: Adminstrative Office/Deputy Clerk

CITY OF REED CITY
JOB DESCRIPTION

ADMINISTRATIVE OFFICE/DEPUTY CLERK


Supervised By: City Clerk, City Treasurer and City Manager


Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Daily duties include set up cash register each morning, prepare deposit, complete the daily receipts journal, import tax payment from cash receipting to BS&A software, import water/sewer payments from cash receipting to Utility billing software, daily bank deposit to the bank, empty drop box and process payments, process ACH payments, process/distribute daily mail, makes park reservations for 3 pavilions, band shell and gazebo. Liaison with park caretaker to make sure payments are received before use of the park and provides caretaker with current reservation schedule, makes all Depot reservations, answers phone, balance daily receipts at the end of each day, count money at the end of each day, print all required reports and wait on customers which includes:

1. Processing all customer payments over the counter – water/sewer bills, property taxes, parking tickets, park reservations, depot reservations, sale of refuse bags, permits, etc.
2. Answers questions.
3. Look up and copy or print information for customers, mortgage companies and title companies including but not limited to zoning, assessment cards, property taxes, water/sewer account, cemetery records, etc.

Weekly/Monthly/Miscellaneous duties include entering all invoices into accounts payable system for payment. Verifies invoices and match monthly statements from vendors. Contacts vendors for missing copies of invoices. Codes all utility account invoices, breaks out monthly phone bills by department and breaks out monthly fuel bills by department. Prepares invoice listing for council approval. Prints accounts payable checks upon council approval. Maintains vendor files – sets up new vendor files, moves and boxes files at year end. Publishes the quarterly newsletter. Maintains a log on parking tickets. Process monthly water bills. Maintains inventory of refuse bags and places orders to maintain a stock of refuse bags to sell to residents. Maintains and Invoices Bulk Water Sales. Prepares invoices to groups and businesses for the rental of the Fire Department meeting room. Back up for Treasurer for payroll duties (process payroll, make federal payroll deposit and send bank file).

The Deputy Clerk assists the Clerk with various duties. The following duties are performed in the absence of the Clerk:

• Sign documents/checks.
• Elections. Register residents to vote, prepare Voter I.D cards, process Absentee Ballots to voters, makes voter checks through the QVF system.
• Cemetery. Helps customers or callers look up burial records. Look up grave information and relay burial information to DPW for burials.
• FOIA. Process FOIA request and invoices accordingly.
• Bids. Runs publication for bids, opens bids and maintains a log of bids.
• Council Meeting and Planning Commission Meetings. Attends meetings and takes minutes. Prepares minutes from meeting for minute book.
• Oath of Office. Swear in new or reappointed Council and/or Committee members.