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Contact Erin Pals at epals@saigepartners.com, you can also schedule an appointment at https://calendly.com/epals-1/interiew-s to learn more about this opportunity!

Conrad City Clerk

The City Administrator/Clerk/Zoning Administrator oversees the City’s administrative, financial, clerical, and zoning functions to ensure efficient operations and compliance with applicable laws and regulations. This position supports the Mayor and City Council, coordinates communication between departments, maintains official records, manages financial reporting and budgeting, and serves as a primary point of contact between City government and the public.

This is a Direct Hire role.

1. Administration and City Operations

• Oversee daily administrative operations and ensure Council directives, approved policies, ordinances, and procedures are implemented and maintained.

• Recommend policies, operational improvements, and other measures that support the effective management and welfare of the City.

• Evaluate services and operations and collaborate with the Mayor, Council, and staff on improvements and long-term goals.

• Coordinate communication between City departments and assist with resolving operational issues.

• Represent the City in meetings and interactions with other municipalities, government agencies, and the public.

• Maintain the City’s computer systems, software, forms, and administrative technology; recommend hardware or system improvements as needed.

• Maintain the City website and social media accounts, including assigning appropriate administrative access.

2. Mayor and City Council Support

• Maintain regular communication with the Mayor and Council regarding City operations, needs, concerns, and financial conditions.

• Prepare and distribute Council meeting agendas, packets, supporting materials, and informational documents.

• Attend Council meetings unless excused in advance by the Mayor, record meeting minutes, and ensure proper meeting procedures are followed.

• Conduct research, provide recommendations, and maintain confidentiality as required.

• Prepare correspondence, resolutions, ordinances, code revisions, meeting minutes, and other official documents.

• Track terms of elected and appointed officials and accept nomination papers in accordance with Iowa law.

3. Financial Management and Budgeting

• Maintain accurate financial records using appropriate accounting practices and efficient recordkeeping methods.

• Prepare and distribute monthly financial reports for the City Council, Library Board, Park Board, Fire Department, B-CERT, Museum Board, and other applicable entities.

• Process approved invoices and oversee the collection, receipt, and disbursement of funds.

• Prepare year-end financial reports and required filings for state and federal agencies.

• Coordinate the annual budget process with the Council, Finance Committee, and City departments.

• Prepare and file the annual budget and tax certification with the appropriate state and county agencies in accordance with applicable deadlines and requirements.

• Monitor expenditures throughout the fiscal year and provide financial updates to City leadership.

• Manage City investments by tracking interest earnings, maturity dates, and rates and recommending investment options and terms.

• Prepare and file applicable federal and state tax refund forms.

4. Payroll and Utility Billing

• Process employee timecards, calculate hours, enter payroll data, and generate payroll checks.

• Complete required monthly, quarterly, and annual payroll reporting, including federal taxes, unemployment, Social Security, Medicare, retirement, and job service requirements.

• Oversee utility billing, customer accounts, payment processing, and receipt records.

• Evaluate utility rates and recommend adjustments to the Council as needed.

5. Zoning and Code Administration

• Administer zoning and land-use regulations, including permit processing and enforcement of applicable ordinances.

• Receive and process zoning requests and proposed zoning changes.

• Maintain accurate City maps and zoning records.

• Coordinate code enforcement and recommend revisions to City codes and ordinances as needed.

• Provide administrative support for planning activities, public hearings, and related proceedings.

6. Personnel and Department Coordination

• Provide work direction and oversight to the Deputy City Clerk and Janitor.

• Coordinate with City employees to prioritize assignments, address operational concerns, and communicate departmental needs.

• Participate in interviews for full-time and part-time positions at the request of the Mayor or Personnel Committee.

• Monitor the maintenance of City-owned property and facilities and ensure adequate insurance coverage is maintained.

7. Records Management and Legal Compliance

• Maintain official City records, meeting minutes, ordinances, resolutions, contracts, and other documentation.

• Ensure records are retained, organized, stored, and disposed of in accordance with applicable requirements and available space.

• Ensure required public notices, meeting agendas, publications, and other notices are posted or submitted in compliance with Iowa law.

• Maintain documentation for special projects, including specifications, bids, contracts, bonds, progress reports, preliminary plats, and final plats.

• Coordinate project financing and related records as directed by the Council.

8. Boards and Commissions

• Provide administrative support to City boards and commissions regarding planning, activities, policies, and programs.

• Schedule meetings, notify members, prepare public hearing notices, and coordinate required publications.

• Maintain records and documentation of board and commission decisions.

• Conduct research and prepare information as requested.

• Serve as the official secretary for the Board of Adjustment.

9. Public Service and Communication

• Serve as a primary point of contact between City government and residents.

• Respond to public inquiries, coordinate the investigation and resolution of complaints, accept payments, and relay messages as needed.

• Maintain effective working relationships with City officials, employees, board members, residents, and representatives of other government agencies.

10. Additional Responsibilities

• • Perform general clerical and administrative duties, including filing, copying, organizing records, and preparing documents for storage.

  • Monitor office supply inventory and order supplies as needed.

  • Receive deliveries and distribute items to appropriate recipients.

  • Sort and organize expired materials and records.

  • Provide notary services as applicable.

  • Perform other related duties as assigned.

Education and Experience

• High school diploma or equivalent required.

• Bachelor’s degree in business administration, public administration, or a closely related field preferred, or an equivalent combination of education, experience, and training that demonstrates the knowledge and abilities required for the position.

Knowledge, Skills, and Abilities

• Knowledge of public administration principles, municipal operations, and public finance.

• Ability to analyze complex administrative issues and develop and present recommendations.

• Ability to prepare, interpret, and analyze financial reports and develop accurate revenue and expenditure estimates.

• Strong written and verbal communication skills.

• Excellent organizational skills, attention to detail, and the ability to manage multiple priorities.

• Ability to establish and maintain effective working relationships with elected officials, employees, residents, and external agencies.

• Ability to handle confidential information appropriately and exercise sound judgment.

• Ability to work independently while coordinating effectively with City leadership and staff.

Physical Requirements

• Ability to occasionally lift objects weighing up to 40 pounds and carry them up to five feet without assistance.

• Ability to sit, observe, speak, and listen for extended periods.

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