Village of Carey

Position: FISCAL OFFICER Supervisor: ADMINISTRATOR

The principal duties of the Fiscal Officer of the Village of Hicksville are that of maintaining and preserving all financial records of the Village, as well as handling all dealings of Village Council. Specific duties are spelled out in the Ohio Revised Code 733.262, while other duties have been identified locally. Upon entering office the Village Fiscal Officer shall take an oath to support the Constitution of the United States and the Constitution of Ohio, and an oath that he/she will faithfully, honestly, and impartially discharge the duties of his/her office. All financial records of the Village are the responsibility of the Fiscal Officer. The Fiscal Officer is required to keep a record of all revenues collected by the municipality and a record of each Village fund showing appropriations made to each department and charges for warrants drawn against each fund.

Financial Management duties/responsibilities include, but are not limited to:  Budgeting, including revenue and expense projections  Preparation of temporary and permanent appropriations  Certification to the county auditor the Certificate of the Total Amount of All Sources Available for Expenditures and Balances  Preparation and filing of all required certifications to the county auditor  Investment of all Village funds  Preparation of Village investment policy and adherence thereto  Maintenance of Depository Agreements  Preparation of reports for council, including revenue and expense reports, check registers, project updates, and other reports as requested  Daily and monthly reconciliation of bank statements compared to Village records  Receipts, deposits, and daily banking  On-line banking transactions  Maintenance of monthly financial records available in ledger form  Authorization of purchase orders, certifying that funds are available for payment of same  Accounts payable and receivable  Maintenance of records dealing with village debt  W-9 and 1099-M records for all Village vendors  Preparation of Annual Financial Report to the State, including Financial Notes and Management Discussion and Analysis reports  Certification to the county auditor for all assessments to be collected  Assist Village Administrator with financial aspects of all Village projects  Assist State Auditor’s Office with required two-year audit  Assist Village Audit/Finance Committee  Assist with State Audit by providing records and answering questions  Keep all department heads and boards informed of their budget status monthly  Serve on the Records Commission; Identity Theft Prevention Board; Mayor’s Commission for Economic Development; and the Revolving Loan Committee

Oversight of the Human Resources Office including, but not limited to:  Preparation of the Bi-weekly payroll  Weekly, monthly, and quarterly employee reports, including Ohio Public Employees Retirement System, Ohio Police and Fire Pension Fund, Ohio Department of Job and Family Services, Bureau of Workers Compensation.  Tax reporting, including federal, state, school, and local income tax.  Maintenance of all employee records, including personnel files and monthly reports in ledger form  Attend BORMA meetings.  Maintenance of BWC records.  Supervision of personnel policies, including those dealing with the Fair Labor Standards Act, Internal Revenue Service, and the Village’s personnel and policy manual  Preparation of end-of-year reporting, including W2s and 1099s.  Correspondence to Village employees regarding personnel issues  Maintain confidentiality as required by law with immediate dismissal for any infraction.  Must be willing to attend any training sessions as required by supervisor.

Clerk of Council duties/responsibilities include, but are not limited to:  Create and publish the Council Agenda  Preparation of council packets for council members, mayor, and any individual who requests one  Notification to newspapers of upcoming council meetings  Attend all Village Council meetings, taking minutes and conducting roll call for attendance and voting purposes; assist Mayor in conducting proper motions  Preparation and publication of minutes for council approval  Publication of all legislation passed by Council as required by law  Maintenance of complete minutes books containing all business taken before and acted upon by council  Computer index of all legislation passed, not passed or sent to committee for easy retrieval  Organize and distribute all mail, communications, citizen complaints/requests to council and mayor  Research, locate and retrieve any old legislation as requested  Thorough knowledge of Codified Ordinances enabling interpretation and response to any inquiries  Notarize documents for various departments, council members or the public  Prioritize all tasks to meet deadlines  Initiate and maintain microfilming of records per the Ohio Historical Society’s guidelines

Miscellaneous duties include, but are not limited to:  Certification of necessary records, transcripts, orders, certificates, and other documents requiring authentication with clerk’s seal  Providing information to the public according to the Ohio Sunshine Laws and open records regulations  Attendance at required annual training programs of continued education provided by the State Auditor’s and State Treasurer’s Offices  Attendance at sessions for computer upgrades and year-end reporting.  Maintenance and destruction of all Village records following the Village’s retention schedule  Publication of all required notices, including holiday closings, and other public notices as needed  Updating of Village website, including council agendas, minutes, and listing of resolutions and ordinances  Keeping contracts in order to meet requirements of O.R.C.

Knowledge of: department policies and procedures; office practices and procedures; grammar and spelling; accounting basics; office equipment; records preparation and management.

Skills in: typing, data entry, word processing, computer operation (Word, Excel, PowerPoint).

Ability to: deal with problems involving several variables in familiar context; solve practical, everyday problems; calculate fractions, percentages and decimals; compose and/or complete basic forms; prepare accurate documentation; compile and prepare reports; communicate effectively; understand written and verbal communications; arrange information to establish recordkeeping methods; maintain all records according to established policies; develop and maintain working relationships; prepare and maintain routine correspondence; resolve conflicts effectively.

EQUIPMENT OPERATED (examples only, not intended to be all-inclusive) Computer, calculator, telephone, typewriter, copier, laminator, printer, fax, scanner, two-way radio

LICENSURE OR CERTIFICATION REQUIREMENTS: Accounting degree desirable; certification as a Notary Public required; classes and seminars to be taken as required by supervisor. Fiscal Officer is required to participate in the education program and continuing education courses set out by the auditor of state (ORC 733.81).

I understand this position description in no way states or implies that these are the sole duties and responsibilities to be performed by the position incumbent. My signature below signifies that I have reviewed and understand the contents of my position description.

Signature Date