Description
Under limited supervision, the Town Clerk/Finance Officer performs a comprehensive range of supervisory, fiscal, and administrative duties for the Town of Aurora. Responsibilities include overseeing all aspects of the Town’s financial management and administration, such as developing annual budgets, managing revenue and expenditure accounts, and directing disbursement processes. The incumbent serves the Mayor and Board of Commissioners by preparing and maintaining records, reports, correspondence, and documents related to official actions; compiling information for decision support; and responding to public inquiries. Additionally, this role supervises the Utility Billing Clerk and reports directly to the Mayor.
Requirements
Exercise substantial independent judgment and initiative in planning and overseeing the Town’s fiscal control systems.
Maintain, monitor, and analyze all fiscal operations, ensuring compliance with local ordinances, North Carolina General Statutes, and federal regulations; implement internal controls and investment strategies to protect Town assets.
Post and balance ledgers; process payroll and associated tax forms (including W-2s and 1099s); maintain purchase records, financial statements, and other relevant reports using data processing or manual methods; assist with bank reconciliations.
Develop, implement, and revise annual Town budgets; prepare budget ordinances and amendments, seek approval from the Board of Commissioners as necessary, adjust ledgers, and estimate available fund balances. Advise the Board on revenue and expenditure trends to ensure reserve adequacy and fiscal obligations are met.
Authorize disbursement of Town funds in accordance with established policies and statutory requirements.
Prepare and submit required periodic reports (monthly, quarterly, semi-annual, annual) related to the Town’s financial activities.
Support independent auditors during annual financial audits; contribute to the preparation of Management Discussion and Analysis (MD&A) documentation.
Oversee and participate in duties outlined in the North Carolina General Statutes relating to the Town Clerk’s office.
Act as official custodian of Town records, ensuring adherence to the State-approved Disposition Schedule for all documents, records, and correspondence. Affix the Town seal to official documents as required.
Manage the preparation and preservation of minutes, resolutions, ordinances, and legal notices.
Prepare or assist with grant applications; oversee accounting and recordkeeping for awarded grants to ensure compliance with relevant laws and requirements; attend sessions with grant administrators and grantors as needed.
Gather materials and compile agenda packets for Board meetings; notify relevant parties of meeting schedules; attend meetings to document proceedings and produce accurate minutes; transcribe, distribute, and archive minutes appropriately.
Prepare minutes for microfilming and indexing.
Answer telephone inquiries, direct calls to appropriate officials, record messages, and address public inquiries and complaints by referencing Town ordinances and programs; investigate complaints and develop written or verbal recommendations and responses for the Mayor and Commissioners.
Utilize computerized data entry systems and various software applications for word processing, spreadsheets, and file maintenance; create and maintain physical records and generate reports from diverse data sources.
Open Town mail; draft routine correspondence and type reports, forms, and other documents, ensuring correctness in format, spelling, punctuation, and grammar.
Conduct research and compile data for special projects and reports as assigned, ensuring timely completion in alignment with established objectives.
Attend Town-sponsored events, providing assistance and guidance to participants as necessary.
Acquire information from the North Carolina League of Municipalities, Institute of Government, and Town attorney to support the Mayor and Board of Commissioners in legal decision-making.
Compile information and prepare reports for insurance providers regarding Town-related matters.
Prepare and distribute OSHA compliance reports annually; provide legal information to Town attorneys as needed; respond to media and public requests according to legal requirements.
Maintain personnel files for Town staff; process new-hire and termination paperwork; prepare legally mandated advertisements for meetings, budgets, job openings, and similar needs.
Administer Town zoning permits, referring complex cases to the zoning administrator to ensure compliance with ordinances.
Oversee procurement of office supplies and equipment; maintain annual inventory listings for all departments.
ADDITIONAL JOB FUNCTIONS
Substitute for the water billing clerk during her absence.
Perform other related duties as required.
