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City of Pauls Valley, Oklahoma

City Clerk/Finance Director

Position Summary

The City of Pauls Valley is seeking a highly organized, detail-oriented professional to serve as its City Clerk/Finance Director. This key leadership position combines the statutory responsibilities of the Municipal Clerk with oversight of the City’s financial and administrative operations.

The City Clerk/Finance Director serves as the official record keeper for the City and works closely with the City Manager, Mayor, City Council, municipal authorities, department heads, auditors, regulatory agencies, employees, and the public.

The successful candidate must demonstrate integrity, professionalism, excellent customer service, sound financial judgment, and the ability to manage multiple priorities while maintaining confidentiality and compliance with federal, state, and municipal requirements.

Essential Duties and Responsibilities

Prepare agendas, minutes, and official records for City Council, municipal authority, board, and committee meetings assigned.

Maintain official municipal records in accordance with applicable records-retention requirements.

Certify, publish, and maintain ordinances, resolutions, legal notices, contracts, and other official documents.

Coordinate municipal elections and administer oaths of office.

Process Open Records requests and help ensure compliance with the Oklahoma Open Meeting Act and Oklahoma Open Records Act.

Serve as a liaison among elected officials, City departments, governmental agencies, businesses, and the public.

Maintain the official City Code and permanent records of City actions.

Attend evening meetings of the City Council and other boards as required.

Direct and administer the City’s financial operations, including accounts payable, accounts receivable, payroll, purchasing, bank deposits, reconciliations, and financial reporting.

Coordinate preparation and administration of the City’s annual operating budget.

Prepare monthly and annual financial reports for the City Manager, City Council, municipal authorities, auditors, and regulatory agencies.

Monitor departmental revenues and expenditures for compliance with adopted budgets.

Maintain the City’s general ledger and ensure that financial transactions are properly recorded and classified.

Prepare financial records and support documentation for annual audits and work closely with the City’s independent auditor.

Oversee payroll processing, employee benefits, payroll tax reports, retirement contributions, and required withholdings.

Reconcile bank accounts and maintain accurate accounting and investment records.

Account for utility payments, taxes, licenses, permits, grants, and other City revenues.

Assist with debt administration, capital planning, grants, and long-term financial forecasting.

Develop and maintain appropriate internal controls, accounting procedures, and financial policies.

Maintain and administer the City’s Encode accounting and financial management software.

Provide financial information and recommendations to the City Manager and City Council.

Administrative Operations

Provide courteous and professional assistance to residents, businesses, employees, and visitors in person, by telephone, and electronically.

Maintain personnel, payroll, insurance, financial, contract, and other administrative records.

Coordinate purchasing activities and help ensure compliance with applicable purchasing laws and City policies.

Assist with employee training, conferences, travel arrangements, and administrative scheduling.

Maintain records related to City property, vehicles, liability insurance, and workers’ compensation and assist with claims processing.

Provide administrative and financial support to City departments.

Assist the City Manager with special projects, reports, policies, and administrative matters.

Supervise and evaluate assigned finance and administrative employees.

Perform additional duties and special projects as assigned by the City Manager.

Public and Community Relations

Assist with City announcements, legal publications, website content, social media, and other public communications.

Provide accurate information to residents while maintaining the confidentiality of protected records.

Assist with community events, public meetings, and other City-sponsored activities.

Promote professional and positive working relationships among elected officials, employees, residents, and outside agencies.

Required Qualifications

Bachelor’s degree in accounting, finance, business administration, public administration, management, or a closely related field. Master Degree preferred.

Demonstrated knowledge of and experience using Encode municipal accounting and financial management software.

Three to five years progressively responsible professional experience in accounting, finance, budgeting, auditing, or governmental financial administration.

Knowledge of generally accepted accounting principles, budgeting practices, payroll, purchasing, and financial reporting.

Proficiency with Microsoft Office and computerized accounting systems.

Strong organizational, analytical, written communication, and customer-service skills.

Ability to maintain confidentiality and complete detailed work accurately within required deadlines.

Valid Oklahoma driver’s license or the ability to obtain one.

Preferred Qualifications

Municipal government or governmental accounting experience.

Knowledge of Oklahoma municipal laws, budgeting requirements, payroll, public purchasing, and records-retention requirements.

Knowledge of the Oklahoma Open Meeting Act and Oklahoma Open Records Act.

Experience preparing municipal budgets and working with independent auditors.

Certified Municipal Clerk designation or the ability to obtain certification within a period established by the City.

Compensation and Application Information

Salary will be based on qualifications and experience. The City of Pauls Valley offers a competitive benefits package.

The City of Pauls Valley is an Equal Opportunity Employer.