Treasurer/Deputy Clerk-City of Waterloo

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    Mike Tschanz
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    CITY TREASURER/DEPUTY CLERK
    POSITION DESCRIPTION

    Performs all required statutory duties of the City Treasurer as set forth in Wisconsin Statutes §§ 62.90 (9) and the City of Waterloo Municipal Code. The City Treasurer is responsible for the collection, receipt and deposit of all City funds; provides analysis of the City’s financial position and performs other related duties as directed or assigned. The City Treasurer performs its duties with absolute integrity and honesty under the general supervision of the City Clerk. The City Treasurer role is also assigned Deputy Clerk as set forth in Wisconsin Statutes §§62.09 (11) (i).

    The Treasure reports to the City Clerk, Mayor and City Council. Appointment is the responsibility of the Mayor as recommended by the City Council per Code §§85-7(H). The Treasurer will provide information on an advisory basis to the Mayor, City Council, and other department supervisors and perform such additional duties as may from time-to-time be directed by the Clerk, Mayor or City Council. The Treasurer is reviewed per ordinance §§85-9, after initial one year anniversary; this position is exempt; employment with the City is on an at-will basis.

    To maintain consistency and availability for residents, department heads, elected officials and other staff members, the majority of hours worked in a week will range from 7:00 AM to 5:00 PM; Monday through Friday. Some evening meetings are required.
    General Statement of Duties:
    Administrative:
    · Responsible for the administration of all day-to-day operations of the Treasurer’s
    Office.
    · Coordinates and manages financial accounting software, implementation, updates and departmental training.
    · Establish when necessary administrative procedures to increase the effectiveness and efficiency of the Treasurer’s office according to current practices in local government, not inconsistent with local ordinances or directives of the Mayor and Council.
    · Oversees the insurance coverage and claims on all property.
    · Maintains stewardship for financial assets and debt including overall leadership of the cash management, debt management and investment management functions of the city. Ensures the maintenance of corporate liquidity and financial stability.
    Management of Cash, Revenues and Investments:
    · Accounts Receivable: Manage the receipting and depositing of all monies paid to the city.
    · Maintain proper records of all monies received by the city.
    · Acts as the custodian of petty cash for the City’s general fund.
    · Manage disbursement of funds from the treasury upon proper authorization.
    · Invest city funds as authorized by statute and City Council.
    · Manage funds to meet city’s cash flow needs.
    Accounting:
    · The employee is not permitted to act as primary cashier as the employee reconciles general ledger accounts and accounts receivable.
    · Prepares documents and completes entries essential for the annual audit
    · Balances the general ledger and prepares other financial statements.
    · Calculates debt service payments and tax settlement payments.
    · The employee prepares and enters monthly journal entries to be approved by the City Clerk.
    · Responsible for wire transfers and ACH transfers.
    · The administrator of the Business On-Line Banking system.
    · Calculates annual developer agreement invoices.
    · Oversees the maintenance of general property inventory and depreciation of fixed asset accounts.
    · Administers project estimates, tracks construction deposits, and performs other related aspects of project accounting.
    · Performs the clearing of checks as part of the bank reconciliation process.
    · Responsible for Accounts Payable processing.
    · Processes prepared Payroll checks; benefits coordinator.
    Budget/Taxes:
    · Annually prepare, in conjunction with the City department heads, the City budget for submission to the Mayor, Finance, Insurance and Personnel Committee, and the City Council.
    · Calculates final mill rates, adding special assessments and delinquent water and light bills to tax roll, preparing statement of taxes and statement of assessment reports, preparing annual TIF certification and mailing tax bills to property owners.
    · Manages annual tax collection process including mailing bills, giving tax information to the public, reconciling information turned over to the County Treasurer, monitoring reports returned from the county and disbursing proper funds to state, county, and school districts from tax collections in accordance with state law.
    Financial Reporting:
    · Prepare and attend all Finance, Insurance and Personnel Committee meetings, include agenda preparation, posting and minutes.
    · Review and report to the Mayor, the Council and the Finance, Insurance and Personnel Committee the current fiscal status of the City and its departments, including any variations in the operation of the City budget.
    · Prepares monthly Treasurer’s Report.
    · Prepares documents for yearly audit. Assists with TIF certification and reporting and the annual review of development agreements.
    · Maintains all Tax Incremental District financial records and files required reports.
    · Prepares financial reports for the State of Wisconsin (i.e. Form C).
    Required knowledge, skills, and abilities:
    · Minimum Associate Degree in Accounting or a related business field. Any equivalent combination of experience and training, which provides the required knowledge, skills, and abilities may be considered.
    · Three to five years of experience in fund accounting or any combination of training and experience that will provide equivalent knowledge of Generally Accepted Accounting Principles, Governmental Accounting Standards, Fund Accounting and general business management practices and procedures.
    · Continuing education and potential certifications for the position are required.
    · Knowledge of a variety of computer software programs including but not limited to: Microsoft Office, Email, and Caselle Accounting software.
    · Ability to write clear and concise reports and letters.
    · Thorough knowledge of modern accounting methods and practices.
    · Ability to read, interpret, and apply provisions of laws, rules, and regulations.
    · Ability to perform difficult and responsible work with independent discretion.
    · Ability to establish and maintain satisfactory working relationships with department heads and other city employees.
    · Ability to exercise good professional judgment.
    · Displays the highest of ethical standards in maintaining the public’s confidence.

    The position description of the City Treasurer/Deputy Clerk does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
    Approved by Finance & Personnel and Mayor 02-03-2022

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