City Auditor

Job Description

City Auditor

EXEMPT: NO DEPARTMENT: AUDITOR

LOCATION: HARWOOD, ND DATE: 10/03/2023

REPORTS TO: MAYOR & CITY COUNCIL REVIEWED:

PREPARED BY: AUDITOR

1. INTRODUCTION

The City Auditor performs a variety of routine and complex professional, administrative and technical accounting and finance functions in maintaining the fiscal records and accounting systems of the City. Additionally, the incumbent provides professional assistance to City employees, committees, and to the general public. The City Auditor is appointed by the City Council and serves as Harwood's

Chief Executive Officer. Tasks include executing professional leadership in the management of the City and implementing Council policies. The City Auditor is the leading authority that provides effective municipal services through the coordination and direction of all city finance and personnel activities. The City

Auditor oversees the day to day functions and coordination of the city and is responsible for the daily effective and efficient operation of the Municipal

Government activities and support services under the general supervision of the

Mayor and Council. Instructions to the auditor are general and the employee must routinely use independent judgments using different courses of action and sometimes deviate from standard operating procedures when necessary. The

Auditor is, which includes but is not necessarily limited to, supervisor of all other city employees on a day-to-day basis.

2. SUPERVISORY CONTROLS

Work is performed under policy guidance and general direction of the Mayor and

City Council. This is accomplished through delegation of authority and expected compliance with established policies. Incumbent is expected to rely on his/her experience, judgment and knowledge to resolve routine problems.

Performance is evaluated through observation, review of assigned work or projects, feedback from members, and compliance with established policies and procedures.

3. WORKING RELATIONSHIPS:

Relationship with co-workers shall be guided by the following:

The incumbent is cooperative and, when appropriate, assists others; works to promote teamwork within and throughout the City of Harwood; shares information; resolves conflict through use of tact and diplomacy; exhibits a positive image and outlook when interacting with co-workers and/or the public.

4. ESSENTIAL DUTIES AND RESPONSIBILITIES:

a. Performs assigned operations to achieve goals within available resources; performs, except as otherwise directed, the functions and responsibilities of

City Auditor as prescribed in Chapter 40-16 of NDCC. b. Assists in the coordination of activities among various departments, agencies, offices, boards and commissions. c. Performs cost control activities. d. Monitors revenues and expenditures to assure sound fiscal control. e. Prepares annual budgets. f. Assures effective and efficient use of budgeted funds. g. Gathers information and prepares a variety of reports and related information for City Council decision making purposes and other requests. h. Communicates official policies and procedures to Council, staff and the general public. i. Supervises the collection of fees, utilities, and other receipts in accordance with laws and regulations. j. Responsible for payroll, accounts payable processing, utility and other billings. k. Reconcile accounts; oversee investments of City funds, special assessments, and other fiscal accounting functions. l. Maintains all City financial records. i. To keep all papers and records of the city. ii. To maintain a complete record of all financial transactions of the city which includes receipts, disbursements, fund balances, other assets, liabilities, and equity. Records shall be maintained as prescribed by the state auditor. iii. To keep a list of all certificates issued by the city for work or any other purpose. iv. To keep a record of his/her official acts and doings. m. Books of Account: i. To keep regular books of account in which he/she shall enter all indebtedness of the city and which at all times shall show the financial conditions of the city, the amount of bonds, orders, certificates, or other evidences of indebtedness issued by the governing body, the amount of all bonds, orders, certificates, or other evidences of indebtedness which have been redeemed, and the amount of each outstanding. ii. To examine and countersign all bonds, orders, or other evidences of indebtedness of the city before the same become valid. iii. To keep accounts with all receiving and disbursing officers of the city showing the amount they have received from the different sources of revenue, and the amount which they have disbursed under the direction of the governing body. iv. To submit all claims against the city to the governing body for approval. Upon the approval, the auditor shall draw and countersign, along with the Mayor, a warrant in payment of the claim. Approval of all claims shall be recorded in the official

proceedings of the governing body showing the warrant number, payee, and amount, except that salaries and wages may be consolidated in one order, and this shall be sufficient to indicate approval without requiring a majority of the members of the governing body to sign or initial the voucher or order for payment. v. To reconcile monthly bank statements listing all deposits in transit and outstanding checks. vi. To prepare annual budget and submit estimates to authorized elected officials for approval. vii. To prepare and submit to the governing body of the city a monthly financial statement and annual financial statement showing the revenues, expenditures, transfers, and fund balance of the city for the year ended December thirty-first (NDCC 40-16-04).. viii. The city auditor shall make and publish in the official city newspaper within thirty days after the close of each fiscal year, a financial statement of the city showing the receipts and disbursements on account of each fund during the preceding year

(NDCC 40-16-05). n. Prepares financial reports for federal and state and reimbursement requests. o. Performs financial activities, including processing of receipts, disbursements, revenues, expenditures and adjustments; cash and bank reconcilements; cash receipts; verification and payment of bills; bank deposits; payroll; tax reporting and payments. p. Creates and mails utility bills. q. Oversees maintenance and upgrading of computers, printers, & recording equipment, software, internet technology and related technology items for the City’s computer system; coordinate computer support with outside vendors and service providers. r. Oversees general maintenance & upkeep of City Hall s. Oversees general maintenance, upkeep, and rentals of the Community

Center in conjunction with the Community Center Manager. t. Performs personnel activities, including maintenance of records on payroll, benefits, hours worked, time off, withholding and other personnel records and documents; answering of payroll, benefits and other personnel related questions from employees. u. Performs communications activities including receiving the public, fax & email messages, preparing notices, reports and other information materials. v. Performs various other activities including filing and retrieving public records, researching & gathering information, takes and transcribes minutes for the City Council meetings, Planning & Zoning meetings and various special meetings; maintains permanent records of city meetings and resulting actions; prepares meeting agendas and meeting materials packets in a timely fashion; prepares and monitors work orders and purchase orders; makes reservations and coordinates travel arrangements; maintains inventory of office supplies; issues licenses and permits.

w. Coordinates election procedures including providing petitions and other election forms as requested, and posting and publishing election related notices as required. x. Participates in seminars, workshops, and continuing education as appropriate and necessary. y. Performs other duties and assumes additional responsibilities as directed by the Mayor & Council to ensure efficient City operations. z. Assist and/or write grants. aa. Acts as an ambassador for the City.

The following are essential functions and general responsibilities, included but not

limited to:

A. Year Round/Monthly a. Receive, record, and deposit utility bill payments. b. Receive, record and deposit monthly tax deposit. c. Receive and record electronic water usage per home. d. Receive and record building permits. e. Monthly census report on building permits. f. Annual census financial report. g. Run and mail monthly water bills. h. Payroll and payroll reporting. i. Attends all meetings of the governing body and keeps a complete record of its proceedings. The official proceedings are to be signed by the auditor when they are prepared and by the Mayor upon board approval at a subsequent meeting.

This includes all City Council meetings, P&Z meetings, special meetings including agenda preparation, taking minutes. j. Financial statement showing revenues, expenditures, transfers, & fund balances. k. Mail. l. Manage and respond to city email accounts. m. Prepare and file quarterly reports to IRS, State, Job Service and annual report to Workers Comp. n. Prepare and file biweekly payroll report. o. Pay City Council bi-annually. p. Update website. q. Designate official depository every 2 years. r. Keep record of Community Center Building rentals, payments, and refunds. s. Fence permits, gaming permits, P&Z permits. t. Annual inventory updates for insurance. u. Monthly resident updates to Waste Management. v. Update and distribute ordinance changes.

B. Spring a. If election year, prepare for June election. b. Prepare for a flood emergency if necessary. c. Transportation Funding Report by March 31. d. W-2 & W-3 filing. e. Set up pet clinic and spring cleanup days. f. Tax equalization meeting. g. Designate official newspaper in May.

C. Summer a. Consumer Confidence Report. b. TIF Report. c. In election year, newly elected officials take office in June. d. Even number years, appoint City Auditor, Attorney, Engineer in June. e. Set bond for City Auditor at Council meeting in June every 2 years. f. Start working on the budget.

D. Fall a. Preliminary budget due September 1. b. Start preparing to certify specials. c. Start preparing the TIF specials. d. Adopt final budget in October. e. If election year, prepare for November election.

E. Winter a. Certify specials November 1.. b. Complete Transfers. c. Designate official depository in January. d. Provide annual financial statement in March. e. Make a copy of all building permits for the year for the assessor. f. Liquor license fees by first meeting in December.

POSITION QUALIFICATIONS STATEMENT

City Auditor

EXEMPT: NO DEPARTMENT: AUDITOR

LOCATION: HARWOOD, ND DATE: 10/03/2023

REPORTS TO: MAYOR AND CITY COUNCIL

PREPARED BY: AUDITOR

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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.

EDUCATION and/or EXPERIENCE:

1. Bachelor’s Degree (B.A.) from a four-year college or university; or

2. Two (2) years of related experience; or

3. Any equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read, analyzes, and interprets common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors

MATHEMATICAL SKILLS:

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS:

1. Must hold a current driver’s license. Must be able to travel to out of town meetings, with some overnight stays.

2. Hold title of Floodplain Coordinator

3. Must be bondable.

4. Must be a Notary (to be obtained within 12 months of accepting position)

SPECIAL REQUIREMENTS

1. Working knowledge of the principles and practices of public administration, municipal finance, human resources, public works, public safety, and community development. Skill in preparing and administering municipal budgets, municipal programs, records management; working knowledge of payroll administration, benefits, and accounts payable functions; working knowledge of governmental utility billing principles and practices; working knowledge of office practices and procedures.

2. Ability to prepare and administer municipal budgets with breakdown by accounts; ability to maintain records accurately and effectively; ability to maintain effective accounting procedures; ability to accurately account for city funds; ability to prepare and analyze financial reports; ability to establish and maintain effective working relationships with supervisors, other departments, employees, officials, and the public; ability to communicate effectively verbally and in writing; ability to plan, organize and supervise clerical workers and assigned staff; ability to multi- task, work under pressure and/or frequent interruptions; ability to work effectively with people.

3. Skill in operation of listed tools and equipment.

TOOLS AND EQUIPMENT USED:

Personal computer, including word processing, spreadsheet and data base programs; network communications and other software; 10-key calculator; telephone; copier; fax machine; recording equipment.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls; reach with arms and hands. The employee is occasionally required to walk.

2. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description 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.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Accounting: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)

Work Location: In person