ESSENTIAL FUNCTIONS OF THE JOB:

Customer Service:

• Meet and interact tactfully and effectively with the public.
• Foster good working relationships with staff, patrons, volunteers, vendors, and community partners by exercising tact, diplomacy, and courtesy at all times.
• Communicate clearly and concisely both orally and in writing.
• Screen calls, visitors, and mail.

Office Duties:

• Assist the City Clerk-Treasurer in support duties including creating and distributing agendas, typing, transcribing, and maintaining appropriate filing system.
• Attend required meetings and take minutes, including but not limited to reviewing and editing City Council and Zoning Board meeting minutes for preparation of signature as official record.
• Process city liquor licenses to include new licenses, renewal licenses, malt beverage permits and catering permits. Conduct research on complex liquor license inquiries and communicate findings with citizens and city staff.
• Act as point of contact for Old Town Hall tenants. Track and renew Old Town Hall lease agreements. Track and verify Old Town Hall tenant's liability insurance.  Assist in conducting research of commercial rental market in Kemmerer/Diamondville area and make recommendations to adjust lease rates at Old Town Hall accordingly.
• Process accounts receivable invoices, track payments and send monthly statements. Perform monthly close out of accounts receivable.
• Oversee building permit applications; calculate and process building permit fees; schedule, monitor, and track building inspections; and answer general questions from the public regarding planning and zoning and building permits. Act as liaison between the city building inspector and public for all building permit related inquiries.
• Assist in receiving and entering utility payments and city revenue through Caselle by cash, check, credit card and direct deposit payments.
• Assist in setting up new employee files, updating employee files and making appropriate changes in Caselle.
• Assist in performing payroll responsibilities, including reviewing and correcting timesheet hours; and calculating wages, overtime and deductions to ensure compliance with applicable regulations. Ensure payments and reports are dispersed accurately and timely. Maintain confidentiality regarding all payroll records.
• Assist with maintaining official permanent town records, files, and archives.
• Understand as act as backup to the purchasing card program, including ordering cards for authorized users, discontinuing cards, and balancing receipts with statements. May train personnel on the city's purchasing card policy and procedures.
• Perform notaries as needed.
• Understand and act as backup for accounts payable to include, but not limited to verifying invoices, creating vouchers for signature, entering invoices in Caselle and verifying invoices have been entered correctly.
• Understand and act as back up for cash receipting daily balancing.
• Understand and act as back up for utility management and billing.
• Perform related support functions as requested.

Court Clerk Duties:

• Answer police department phone line and direct calls accordingly.
• Act as clerk for judge and city attorney.
• Provide information to attorney and law enforcement regarding cases.
• Attend and record court proceedings.
• Prepare court paperwork (including but not limited to, citations, dockets, reports, orders, notices and letters).
• Prepare and file all court paperwork in a timely manner.
• Verify and review forms and reports for completeness and correctness.
• Maintain court files & records. Follow state archive requirements for storage & destruction of files & records.
• Monitor defendants' compliance with court orders (including but not limited to probation, contract payments and other terms of probation).
• Maintain confidentiality regardin all court records.
• Be able to write and prepare professional letters.

Other:

• Assists with Human Resource functions to include but not limited to interviewing new employees, onboarding new employees, posting job availability, etc.
• Maintain confidentiality regarding all human resource records.
• Cross-trains in related areas to maintain adequate office coverage and function.
• Provides backup support to Zoning Administrator, Planner, and Zoning Board in answering zoning-related questions, preparing zoning board meeting agendas, taking minutes and providing support to the Zoning Board.
• Performs other duties as assigned or required.