TOWN RECORDER
Numbered below are the core responsibilities for Town Recorder of Wartrace, TN. Full Job Responsibilities will be handed to those who meet qualifications.
1) Managing Town Budget & Finances
2) Recording Town's Meetings
3) Additional Responsibilities
1) Managing Town Budget & Finances
- Develop annual budget and submit the budget with an ordinance to Comptroller’s Office of Local Audit for approval no later than July 1st each year (or request extension from the state, if necessary):
- Reconcile several bank accounts each month and provide a copy to the Utility Commission (water related) and Board of Mayor and Aldermen (all), as well as auditor. UPDATE: Deputy Clerk aids with reconciliation work. Record all deposits, ACH deposits and online payments in Quickbooks. Reimburse various accounts for payments (e.g., gas tax money is deposited in general fund, but state street aid account is reimbursed)
- Maintain inventory of all checks (current, blank, and canceled) for all accounts
- Work with the State Department of Revenue in confirming tax rate, property taxes, ad valorem taxes, and personal taxes for annual distribution. Collect taxes (along with Town Clerk) each year
- Invoice and collect beer privilege taxes each year. Work with town attorney on uncollected taxes (advertising and turning this over to court for collections) Forward bankruptcy notices to town attorney for any legal action necessary (include list of debt owed to the town via taxes or water bills.
- Additional items and tasks are required to fulfill this position.
2) Recording Town Minutes
- Schedule all meetings, public hearings, etc. including legal notices in newspaper, calendars for distribution, notification to public
- Prepare agendas for governing body meetings, work study meetings, special called meetings, and emergency meetings, as well as other committees and commissions
- Put together and distribute all meeting packets to include agenda, previous meeting minutes, financial report (as applicable), and other materials relevant to specific meetings
- Take minutes and record them for all meetings and public hearings, including start- and end-time, members and staff present, and all relevant information, and maintain records of same for safekeeping and permanent record and in a timely fashion
- Write resolutions and ordinances, including the annual budget ordinance and any budget amendment ordinances, as well as ordinances related to town municipal code
- Notify staff of reports due for meetings
- Review minutes of all committees, commissions to report back to Board of Mayor and Aldermen
- Notarize documents on behalf of town and its residents
- Distribute staff notes from planner to commission members
- Record approved annexation resolutions, deeds, and plats with County Recorder of Deeds office
- Study and understand state ordinances and laws, as well as municipal code
3) Additional Misc Tasks
- Safekeeping of any bonds or letters of credit from builders or developers
- Maintain web page for town
- Write and upload town news on both web page and social media, as well as monthly calendar
- Staff support for Parks & Recreation Committee, including obtaining quotes for various projects, providing event support, and more
- Coordinate with town clerk to order office and operation supplies for all staff
- Computer repair and maintenance, as abilities allow
- Get quotes for various purchases in accordance with state laws, including professional services, special projects, and materials for town and water
- Work with Fire Department on purchases, as directed
Work with ISO representatives to achieve better insurance rating (e.g., establish point system, market fire department meetings, tell new residents about volunteer opportunities)
- Schedule bi-annual fire extinguisher inspections to remain in OSHA compliance
- License town vehicles, provide insurance cards for same
- Liaison for workers compensation claims with H.B. Cowan Insurance
- Provide office support for correspondence, machinery, supplies
- Back-up computers and ensure an updated copy is off-site in the event of a catastrophic emergency or ransom-ware situation
- Assist town clerk with building and pavilion rentals
- Assist town clerk with water payments, water tap applications, and other work as needed
- Assist town clerk and judge at traffic court (taking payments)
- Coordinate with town clerk on information signs and messages on water bills
- Assist town clerk in bank deposits, post office duties, and all other responsibilities in her absence
Structure
- Will report directly to the Mayor.
- Will be the office manager for Town Hall while currently having one direct report
- Keeping a clean work space and environment
- Work Phone will be provided
Preferred Skills
- Professional
- Communication
- Multitasking
- Thriving in a fast-paced environment
- Effective typing, writing and presenting skills
- Time Management
- Exceptional customer service
- Management experience
- Familiar with Microsoft Office & GSuite
- Proficient in QuickBooks
- CMFO Certified
- Following up on items and events
Job Type: Full-time
Pay: From $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 10 hour shift
- Monday to Friday
Experience:
- Customer service: 1 year (Preferred)
Ability to Commute:
- Wartrace, TN 37183 (Required)
Ability to Relocate:
- Wartrace, TN 37183: Relocate before starting work (Required)
Work Location: In person