District Clerk & Development Services Coordinator

Job Description

Job Description

Position Overview:

All Trades is seeking a full-time Water and Sewer District Clerk & Development

Services Coordinator. This is a dual-function role. Under SMHG’s operating

arrangement with the Powder Mountain Water and Sewer District (the “District”), the

position performs the statutory District Clerk and Records Officer functions on the

District’s behalf, including monthly utility billing, customer account management, and

accounting support. These District duties are expected to require less than 20 hours

per week.

The remainder of the position’s time supports the Powder Mountain Development and

Construction team with contract execution and administration, accounts payable

coordination, and general accounting and administrative support. The successful

candidate will manage their time across both functions, ensuring District statutory

deadlines and billing cycles are always met while providing consistent, reliable

support to the development team.

In performing District functions, this position is responsible for ensuring compliance

with applicable Utah law governing local and special service districts, including the

clerk and bookkeeping duties described in Utah Code Title 17B (e.g., §§ 17B-1-632 and

related provisions), the Government Records Access and Management Act (GRAMA),

the Open and Public Meetings Act, public notice requirements, records retention

standards, and other applicable regulations.

Key Responsibilities — District Clerk & Records Officer Services (up to 20

hours/week):

● Board Administration and Governance:

○ Serve as Clerk to the District’s Board of Trustees.

○ Prepare, publish, and distribute Board meeting agendas, packets,

notices, and supporting documents.

○ Attend Board meetings (including evening meetings) and record

official proceedings; prepare and maintain accurate minutes,

resolutions, and official records.

○ Post required legal and public meeting notices through designated

publication and electronic systems.

○ Coordinate Board member oaths of office, ethics disclosures, conflict of

interest filings, and required training certifications.

○ Coordinate and facilitate virtual and in-person Board meetings as

required.

● Records Management and Compliance:

○ Serve as the District’s official Records Officer and custodian of District

records.

○ Maintain, organize, archive, and dispose of records in accordance with

approved retention schedules and state requirements.

○ Process and respond to GRAMA requests.

○ Coordinate annual records retention reporting and maintain records

required by state auditors and regulatory agencies.

○ Obtain and maintain State of Utah records management and clerk

certifications as required.

● Monthly Billing and Customer Accounts:

○ Prepare and issue monthly utility billing to District customers; process

payments and customer account transactions.

○ Serve as the primary point of contact for property owners and

customers regarding billing, account status, service applications,

account establishment, and occupancy changes; respond

professionally to inquiries and resolve complaints.

○ Prepare and issue collection notices, shutoff notices, lien notices, and

lien releases; coordinate recording of liens and related documents with

county offices.

○ Maintain customer account records and prepare receivable and

collections reports for Board review.

● District Financial Administration:

○ Maintain the financial records for each District fund and related

subsidiary records, including records of outstanding bonds, consistent

with Utah Code § 17B-1-632.

○ Review invoices for accuracy and authorization; enter and track

accounts payable; prepare payment reports for Board review and

approval.

○ Coordinate any District payroll or trustee compensation processing with

the District’s CPA or payroll provider, and maintain related compliance

records.

○ Assist with preparation of the annual District budget, budget-to-actual

reporting, annual audit coordination, financial certifications, fraud risk

assessments, and state reporting requirements.

○ Assist with management of Public Treasurers’ Investment Fund (PTIF)

accounts and bond-related financial documents as directed.

● Regulatory and Agency Coordination:

○ Serve as the District’s administrative point of contact with state

agencies, county offices, auditors, regulatory entities, and professional

associations.

○ Maintain required licenses, registrations, certifications, and

organizational filings; coordinate required reports and filings with state

and local agencies.

○ Assist with bond documentation, grant administration support, and

regulatory compliance activities.

Key Responsibilities — Development & Construction Team Support:

● Support contract execution and management for the Development and Construction

team, including preparing contracts for signature, routing documents for execution,

tracking contract status, and maintaining organized contract files.

● Track contract values, change orders, insurance certificates, lien waivers, and closeout

documentation.

● Provide accounts payable and accounting support for development and construction

projects, including invoice review against contract terms, coding, and payment tracking.

● Assist with budget tracking, cost reporting, and reconciliation for active projects.

● Coordinate with engineers, attorneys, title companies, contractors, consultants, and

government agencies on behalf of the development team.

● Provide general administrative support, correspondence preparation, data entry, filing,

and records maintenance.

● Perform other duties as assigned by the Chief Development and Construction Officer.

Requirements and/or Qualifications:

● At least 18 years of age.

● Associate degree in Public Administration, Business Administration, Accounting,

Human Resources, Records Management, Office Administration, or a related

field, and three (3) years of progressively responsible administrative, records

management, municipal government, accounting, payroll, contract

administration, or human resources experience; OR

● High school diploma or GED and five (5) years of increasingly responsible

experience in local government administration, records management,

accounting, contract administration, or executive administrative support.

● Knowledge of and experience with:

○ Utah public records laws (GRAMA) and records retention requirements.

○ Utah Open and Public Meetings Act and special/local district

governance.

○ General accounting, accounts payable, accounts receivable, and utility

billing practices.

○ Contract administration and construction documentation (preferred).

○ Public-sector budgeting and audit processes.

○ Microsoft Office Suite, accounting software, electronic records systems,

and virtual meeting platforms.

Physical Requirements- Must be able to perform physical activities such as, but not

limited to:

● Full range of body movements

● Reach, push, pull, lift, and carry objects that may be heavy (50+ pounds)

● Prolonged periods of standing, walking, bending, twisting, and repetitive

actions

● Walk on even/uneven/slippery terrain

● Climb/descend stairs

● Manual dexterity to operate manual tools and power equipment on a constant

basis

● Safely handle hazardous materials

Working Environment:

● Work is primarily performed in a professional office environment at Powder

Mountain.

● Frequent interaction with District Board members, property owners and

customers, resort staff, consultants, contractors, government officials, and

members of the public.

● Regular attendance at evening District Board meetings and occasional public

hearings is required.

● Position may require work outside normal business hours to meet Board, billing,

budget, audit, reporting, contract, or emergency operational deadlines.

Company Description

All Trades is a full-service locally owned and operated staffing company.

We have been servicing the Wasatch Front since 1995, CELEBRATING 30 YEARS IN BUSINESS, and specialize in commercial construction, maintenance, and heavy manufacturing. Our main emphasis is in the skilled and semi-skilled trades yet we fill many orders for general labor and clerical work.

Company Description

All Trades is a full-service locally owned and operated staffing company. \r\n\r\nWe have been servicing the Wasatch Front since 1995, CELEBRATING 30 YEARS IN BUSINESS, and specialize in commercial construction, maintenance, and heavy manufacturing. Our main emphasis is in the skilled and semi-skilled trades yet we fill many orders for general labor and clerical work.