City of Inman: City Clerk & Treasurer Job Duties

Governance & Council Support:

• • Prepares agendas and takes minutes of all council meetings. 
• • Provides notice of meetings to the council and the public.
• • Prepare reports for council meetings as directed.
• • Communicate with the public and staff on council actions as directed.

• Provides support for council committees and attends meetings as needed.

• Assists Administrator in preparation and advertising of city council meeting agendas and legal notices of council public hearings and special meetings.

• Attends all regular and special city council meetings and study sessions. 

• Prepares council minutes using proper legislative terminology, grammar, and business writing; updates minute books.

• Develops ordinances, resolutions, and proclamations; obtains signatures, publishes in newspapers, and files originals.

• Prepare reports and studies for decision-making purposes.

Records & Document Management

• Keeps records of ordinances and resolutions approved by the governing body.

• Safeguards municipal legal documents and records.

• Serves as custodian of official city records and public documents.

• Certifies and arranges the recording of legal documents, attests to ordinances, resolutions, contracts, and other official documents.

• Maintains property records/fixed assets.

• Handles Freedom of Information Act (FOIA) requests.

• Maintains tapes of public hearings; labels, stores, and records in books; files city records.

Financial Management

• Prepares the municipal budget and monitors actual revenues and expenditures.

• Prepare budget amendments as needed.

• Oversees billing and collection for utilities, licenses, and miscellaneous charges.

• Manages bank deposits, reconciliations, and prepares financial reports.

• Prepares annual financial reports, including Municipal Financial Report, Local Government Debt Report, and Municipal Judicial Survey.

• Administers utility billing and supervises collections, payments, and adjustments.

• Maintains investment records; reconciles investment reports and statements.

• Prepares journal entries for annual audits and assists with audits of city finances.

• Oversees accounts payable and receivable procedures.

• Administers payroll and benefit programs, including PEBA State Health Insurance. Citizen Services & Public Relations

• Receives and handles citizen complaints or refers them as needed.

• Provides public information on city codes, ordinances, and council actions.

• Communicates official plans, policies, and procedures to staff, mayor/council, and the public.

Administrative & Supervisory Duties

• Supervises clerical and other designated staff.

• Oversee utility clerk operations, including cash drawer balancing and accounting.

• Issues instructions, assigns duties, and examines work for accuracy and policy compliance.

• Manages computer operations and software utilization.

• Assumes additional management responsibilities as assigned. Compliance & Legal Duties

• Assists with city elections in coordination with Spartanburg County Voter Registration.

• Reports city annexations to appropriate agencies.

• Research legal and compliance issues for state and local law adherence.

• Accepts claims for damages and other legal papers served on the city.

Professional Development & Other Duties

• Attend seminars, workshops, and meetings related to City Clerk/Treasurer duties.

• Provides clerical or technical support to city personnel as needed.

• Perform other duties as assigned by the Administrator or council.

Required Qualifications:

• Working knowledge of the principles and practices of modern public administration.

• Extensive knowledge of office practices and procedures.

• Knowledge of modern records management techniques, including legal requirements of recording, retention and disclosure.

• Working knowledge of computers.

• Working knowledge of governmental accounting principles and practices. (GFOA)

• Knowledge of applicable federal, state, and local law, codes, regulations, policies and procedures. • Interpersonal skills using tact, patience and courtesy.

• Skill in operation of office equipment.

• Ability to accurately record and maintain records.

• Ability to establish and maintain effective working relationships with employees, officials and the public.

• Ability to communicate effectively verbally and in writing.

• Ability to plan, organize and supervise assigned staff.

• Ability to plan, organize and direct operations of the city clerk/treasurer.

• Ability to maintain confidentiality of politically sensitive materials and information.

• Ability to work independently with little direction.

• Ability to research, analyze, interpret, organize and report on data.

• Read, interpret, apply and explain codes, rules, regulations, policies and procedures.

• Analyze situations accurately and adopt an effective course of action.

• Ability to perform arithmetic computations accurately and quickly. 

Preferred Qualifications:

• Demonstrated knowledge of governmental accounting principles and practices, including fund accounting and compliance with state and federal financial regulations.

• Experience in preparing and managing municipal budgets, financial audits, and fiscal reporting.

• Proficiency in financial software and systems commonly used in governmental accounting.

• Strong analytical skills for interpreting financial data, forecasting, and budget monitoring.

• Ability to ensure accuracy and transparency in financial operations while adhering to applicable laws and standards.

Education and Experience:

• Ability and aptitude to perform each duty of the position proficiently.

• Demonstrated knowledge of generally accepted accounting principles, the GFOA accounting system, and relevant South Carolina statutes affecting governmental entities. • Ability to maintain effective communications with various officials and agencies as well as the public; excellent communication and supervision/leadership skills; ability to deal with the public courteously, tactfully and professionally and have familiarity with general office equipment and computer systems.

• Minimum educational background is an associate or bachelor’s degree in public administration, business administration or accounting, and/or an applicable combination of experience and education.

• Certification as a municipal clerk may be considered as equivalent to the bachelor’s degree requirement when combined with an appropriate two-year degree.

• Minimum of three years of progressive experience in municipal government operations or private business operations preferably including two years of either municipal management or comparable business management experience.

DISCLAIMER: THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT AGREEMENT OR CONTRACT. MANAGEMENT HAS THE EXCLUSIVE RIGHT TO ALTER THIS JOB DESCRIPTION AT ANY TIME WITHOUT NOTICE.