Assistant Finance Director / Deputy City Clerk

Deputy City Clerk / Assistant Finance Director (Full\-Time, Regular, Non\-Exempt) The Deputy City Clerk / Assistant Finance Director serves as second\-in\-command within the Finance Department and City Clerk's Office. Reporting to the Finance Director/City Clerk, this position assists with administration of the City's financial operations, statutory City Clerk duties, building permit and development services administration, personnel support, customer service operations, office management, and technology coordination. The position is intended to progressively develop the knowledge, skills, and experience necessary to assume increased administrative and financial leadership responsibilities. HOURS Monday through Friday, generally 8:00 a.m. to 5:00 p.m., with a one\-hour paid lunch break. Evening meetings, typically three to four times each month, are required. A flexible work schedule on meeting days may be arranged with the Finance Director/City Clerk. All full\-time employees are considered essential personnel during emergencies. SALARY Salary range: $50,000 \- $62,000 annually, depending on qualifications and experience. Excellent benefits including OkMRF retirement, health, supplemental health, dental, vision, life insurance, paid vacation, paid sick time, and paid holidays. JOB LOCATIONS Primarily Perkins City Hall. Occasional travel for meetings, training, and conferences. Residence within 30 miles of Perkins city limits required. POST\-OFFER REQUIREMENTS Background investigation, driving record review, drug screening, and criminal history check. INTRODUCTORY PERIOD 60 days. POST\-HIRE REQUIREMENTSMaintain Municipal Clerk certification, a valid Oklahoma driver's license, bondability, notary public commission, and continuing professional education.QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required\. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The successful candidate must demonstrate sound judgment, integrity, professionalism, initiative, excellent communication skills, strong financial aptitude, and attention to detail. The employee must be proficient in planning, organization, prioritization, goal\-setting, and the ability to manage numerous competing priorities. This employee must comply with all applicable federal, state, and local laws, regulations, policies, procedures, and confidentiality requirements, including, but not limited to, the City of Perkins Charter and Code, the Oklahoma Open Meetings Act, the Oklahoma Open Records Act, Robert's Rules of Order, and other applicable municipal policies and guidelines. Because of the City's size, this position performs a broad range of professional financial, administrative, statutory, supervisory, and customer service responsibilities. The successful candidate must be comfortable moving seamlessly between preparing financial reports, assisting citizens with building permits, coordinating public meetings, supervising office operations, researching state law, and solving technology\-related issues while maintaining exceptional customer service. ESSENTIAL JOB FUNCTIONSCity Clerk Administration · Coordinate all regular, special, and emergency meetings of City boards, commissions, authorities, and trusts. · Prepare agendas, minutes, ordinances, resolutions, proclamations, notices, and legal publications. · Maintain records and records retention schedules. · Coordinate livestreaming, recordings, and website posting. · Research and respond to Open Records Act requests. · Assist with Open Meetings Act compliance. · Serve as Deputy City Clerk and act in the absence of the Finance Director/City Clerk. Building Permits \& Development Services · Administer the City's contractor registration and building permit program. · Review permit applications for completeness. · Coordinate inspections with building inspectors. · Issue permits and certificates of occupancy. · Maintain permit databases and files in compliance with records retention schedules. · Assist contractors, developers, and citizens. · Coordinate planning and zoning documentation. · Track projects, compile data, and prepare reports relating to permitting activity. · Coordinate permit application review with the Building Inspector and City Manager to facilitate timely project review and approval. · Interpret ordinances, policies, and procedures regarding permits. Financial Administration · Assist in preparation and administration of the annual operating budget. · Prepare adjusting journal entries. · Assist with payroll, accounts payable, accounts receivable, and utility billing functions. · Assist with preparation of annual financial statements, audit schedules, and the City's annual independent audit. · Maintain internal controls and purchasing procedures; assist in training others on same. · Assist with grants administration and reimbursement requests. · Assist with debt service, investments, and cash management. · Prepare financial reports and analyses. · Assist in preparation of monthly financial statements and investment reports. · Assist in annual budget monitoring and budget amendments. · Assist with utility rate studies. · Maintain financial records in accordance with GASB and state requirements. · Cross\-train to perform all finance functions. Office Administration, Personnel, and Human Resources · Supervise daily front desk operations in the absence of the Finance Director/City Clerk and/or Administrative Coordinator. · Coordinate employee cross\-training. · Coordinate office operations and staffing to ensure uninterrupted delivery of City Hall services. · Assist with onboarding, benefits administration, and personnel records. · Assist with HR policy development and implementation. · Recommend workflow improvements. · Maintain confidential personnel information. Technology \& Communications · Coordinate technology issues with outside IT vendors. · Serve as primary liaison with contracted IT providers. · Assist with software implementation and troubleshooting. · Coordinate website updates and emergency notification systems. · Support social media and public communications. · Coordinate office technology purchases. EDUCATION, TRAINING \& EXPERIENCE · Bachelor's degree in Accounting, Finance, Business Administration, Public Administration, or related field strongly preferred. · Equivalent combination of education and progressively responsible municipal, accounting or administrative experience may be considered. · Three to five years of progressively responsible experience preferred. · Supervisory experience preferred. SPECIAL CERTIFICATES, LICENSES \& REGISTRATIONS · Valid Oklahoma Driver's License. · Ability to obtain Certified Municipal Clerk designation. · Ability to become a Notary Public. · Must be bondable. KNOWLEDGE, SKILLS \& ABILITIES · Knowledge of finance, accounting, and budgeting; with preference given for knowledge of municipal finance, budgeting, and governmental accounting. · Knowledge of Oklahoma Open Meetings and Open Records Acts (training available to successful candidate). · Excellent written and oral communication. · Strong organizational and analytical skills. · Advanced Microsoft Office proficiency; proven ability to build and maintain Excel spreadsheets. · Adobe Pro proficiency (preferred). · Ability to exercise independent judgment and maintain confidentiality. Expanded Functional Expectations This appendix provides additional explanation of the responsibilities described above. The Deputy City Clerk / Assistant Finance Director is expected to develop increasing proficiency in municipal finance, statutory clerk duties, permitting, customer service, personnel support, technology coordination, and organizational leadership. As experience is gained, the employee will assume greater responsibility for independent decision\-making, project coordination, policy implementation, financial analysis, audit preparation, budget development, and cross\-departmental leadership. The position serves as a key resource to citizens, elected officials, department heads, outside auditors, engineers, contractors, technology vendors, and regulatory agencies while helping ensure continuity of City Hall operations. This position will demonstrate initiative, professionalism, accuracy, confidentiality, and a commitment to outstanding public service in all assigned responsibilities. AMERICANS WITH DISABILITIES REQUIREMENTS The Americans with Disabilities Act requires identification of the general aptitudes and physical requirements needed to perform the job listed above, as well as the unavoidable, externally imposed conditions under which the work must be performed and that could create hardship. Individuals who have the position must be able to perform all essential job functions unaided or with reasonable accommodation. Physical Demands \- The nature of physical effort leading to physical fatigue Deputy City Clerk / Assistant Finance Director will spend hours sitting and using office equipment and computers, which can cause muscle strain. Deputy City Clerk / Assistant Finance Director will also have to do some lifting of supplies and materials from time to time, be able to move heavy boxes up to 20 lbs., and be able to push heavy carts. The use of hands and fingers to operate office equipment and type is required. Environmental Conditions \- The nature of adverse environmental conditions affecting the incumbent Deputy City Clerk / Assistant Finance Director is located in a busy, open area office. Deputy City Clerk / Assistant Finance Director is faced with regular interruptions and must work with others on a regular basis. Sensory Demands \- The nature of demands on the senses Deputy City Clerk / Assistant Finance Director must spend hours in intense concentration. Deputy City Clerk / Assistant Finance Director must also spend hours working on the computer entering data, which requires attention to detail and high levels of accuracy. Deputy City Clerk / Assistant Finance Director will experience the demands of general office conditions, such as exposure to noise, fluorescent lighting, and dust. Specific vision abilities required include close vision, distance, and peripheral vision, and adequate eyesight to read computer screens, perform detail work, as well as the ability to adjust and focus. Mental Demands \- Conditions that may lead to mental or emotional fatigue There are a number of stressors associated with this position, deadlines, multiple tasks, simultaneous tasks, customer relations, etc. Deputy City Clerk / Assistant Finance Director must also deal with a wide variety of people on various, sometimes challenging, issues. Occasionally requires time pressures, emergency situations, and frequent change of tasks. Deputy City Clerk / Assistant Finance Director may be called upon infrequently to address groups of people in a public setting. Verbal Abilities Speaking/Talking: Must have ability to answer telephone, radio or switchboard, communicate with general public, volunteers, vendors, supervisors, and other employees. Present clear and concise oral reports. Hearing/Listening: Must have ability to communicate with city officials, public, volunteers, vendors, supervisors, and/or other employees. Reading (ability to read and understand text): Must have ability to read and write in English. \DISCLAIMER This job description is provided as a guide and is not to be considered a contract. The City of Perkins reserves the right to make changes to the job description as necessary. It is intended to identify the major responsibilities and requirements of this job. The employee may be requested to perform job\-related responsibilities and tasks other than those stated in this description. Application Information: Applications are available at: Perkins City Hall 110 North Main Perkins, OK 74059 Between the hours of 8:00 a.m. – 5:00 p.m., Monday – Friday or download applications at www.cityofperkins.net Resumes must be accompanied by a completed City of Perkins job application. Applications will be accepted until position is filled. The City of Perkins is an Equal Opportunity Employer. 7/25/2025 Pay: $50,000\.00 \- $62,000\.00 per year Benefits: Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance Application Question(s): In addition to your resume, you will need to complete a City of Perkins job application in order to be considered for this job. Are you able to email that application to us within 72 hours of the current date? The application can be found at http://www.cityofperkins.net/918/Employment\-Information Describe what makes a job and/or working environment a satisfying and pleasant experience for you. Education: Bachelor's (Preferred) Ability to Commute: Perkins, OK 74059 (Required) Work Location: In person