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COUNCIL WORK SESSION
<br /> DEPARTMENT: City Clerk's Office
<br /> Department Head/Employee Range of Duties: See duties for the following positions:
<br /> • City Clerk/Treasurer—(Sandy Peine)- Establishes financial plans and goals,supervises
<br /> accounting functions,coordinates tax increment/abatement financing projects,coordinates
<br /> hiring process, responsible for personnel records,complies with data privacy laws, acts as
<br /> personnel director,works with consultants, reviews proposals and contracts, coordinates
<br /> municipal operations, coordinates negotiating team for collective bargaining agreements,
<br /> supervises planning and zoning department and utility billing,administers licenses,acts as a
<br /> representative of the City, maintains City records,executes official documents, prepares packets
<br /> for City Council, Park Commission, and EDC,and coordinates election activities.
<br /> • Finance Administrator/Deputy City Clerk—(Nancy Malecha)- Processes payroll, maintains
<br /> payroll and benefit records, prepares financial reporting documents, reconciles bank
<br /> statements, compiles and monitors budgets, prepares information for audits, handles duties in
<br /> the absence of the city clerk, maintains capital asset information, monitors investments,
<br /> maintains credit and fuel cards for employees, prepares fire contracts,coordinates debt
<br /> financing, IT coordinator, coordinates capital improvement plan,coordinates wellness program,
<br /> coordinates electronic payment processing, maintains licensing of vehicles,and monitors
<br /> information for insurances.
<br /> • Administrative/Finance Assistant—(Deb Marty)- Performs utility billing duties,customer
<br /> service first point of contact, assembles meeting packets, processes reservations for City parks
<br /> and buildings, maintains City website, processes mail,scans and categorizes documents using
<br /> Laserfiche, liquor and tobacco licensing, processes accounts payable bills and maintains records,
<br /> receipts in payments, processes accounts receivable invoices, and backup for payroll processing.
<br /> • Zoning Administrator/Administrative Specialist—(Dawn Bittner)-customer service second
<br /> point of contact, maintains office supplies, safety committee coordinator, prepares minutes of
<br /> boards and commissions in clerk's absence. (These are duties relating to the City Clerk's office.
<br /> This position's main responsibility is with Planning and Zoning).
<br /> Current Department Projects
<br /> • Data Practices Policy—The Clerk is in the process of drafting a data practices policy.This policy
<br /> will assist the staff in complying with the Data Practices Law.
<br /> • Electronic Document Management-The Laserfiche System is used to convert paper documents
<br /> into an electronic or digital format.This information can be searched and retrieved from a
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