Administrative Town Clerk

Job Description

Job Description

Position Overview
The Town of Ridgeway is seeking a Town Clerk to provide administrative, financial, and customer service support for the Town.

The Town Clerk serves as a central point of contact for residents, visitors, vendors, and Town officials and is responsible for maintaining accurate records, assisting with financial activities, processing payments, and supporting the day-to-day operations of the Town.

This position works closely with the Mayor and Town Council and requires someone who is organized, dependable, detail-oriented, comfortable working with the public, and able to step in and support various areas of the Town when needed.

Key Responsibilities
Customer Service & Front Office

• Serve as a primary point of contact for residents, customers, visitors, and vendors.
• Handle incoming phone calls and walk-in customers.
• Accept payments for traffic ticket fines.
• Answer questions and provide assistance to the public regarding Town services.
• Open, sort, and distribute incoming mail for all departments.
• Provide coverage and support for other Town functions as needed.

Financial & Accounting Support

• Assist with the Town's financial operations, including accounts payable and accounts receivable when needed.
• Process and record payments and deposits.
• Assist with account balancing and bank reconciliations.
• Perform monthly closeout activities.
• Assist with payroll as needed.
• Work with the Town's accounting firm, which currently handles payroll and some accounting functions.
• Take on additional Accounts Payable responsibilities that the Town would like handled by the Town Clerk.
• Compile and organize financial information and documentation for the Town's annual audit.
• Utilize QuickBooks for accounting and financial activities.

Water Department

• Process and collect water bill payments.
• Utilize the Town's water billing software .
• Maintain accurate water billing and payment records.
• Understand basic water department processes well enough to provide coverage when other employees are absent.

Town Administration & Records

• Prepare and maintain Council agendas, meeting minutes, ordinances, resolutions, contracts, easements, deeds, bonds, and other official Town documents.
• Attend monthly Town Council meetings and occasional special-called meetings.
• Prepare and maintain meeting minutes.
• Serve as custodian of Town records.
• Maintain the Town's filing and records management systems in accordance with Department of Archives requirements.
• Process and respond to FOIA requests and notices .
• Issue and maintain business licenses.
• Assist with hospitality tax administration.
• Maintain records related to rental properties.
• Assist with elections and related administrative responsibilities.
• Assist with the Set-Off Debt Program through MASC.
• Support Town events and other community activities as needed.

Human Resources & Benefits Support

• Assist with monthly retirement reports.
• Assist with insurance reporting.
• Provide administrative support related to employee records and benefits.