Deputy Clerk

**HORDEN PARISH COUNCIL**

**DEPUTY CLERK/FINANCE OFFICER**
**JOB DESCRIPTION**

**General Responsibilities**

**Corporate** - The post holder will assist the Clerk to the Council in ensuring that the instructions of the Council in connection with its function as a Local Authority are carried out and deputise for the Clerk as required. There will also be a requirement to contribute to the formulation and implementation of policies and on occasion may be the lead officer for such work. The post holder may also be required to take the lead on projects as directed by the Clerk.

**Financial** - The post holder will be the appointed as lead on finance for the Council with primary responsibility for:

- The proper and careful administration of the Council’s financial affairs
- Setting and monitoring compliance with financial management standards ensuring that all financial systems and records are fit for purpose
- Advising on the corporate financial position and on the key financial controls necessary to secure sound financial management
- Providing financial information
- Preparing the revenue budget and capital programme
- Treasury management
- Reporting on decisions incurring unlawful expenditure, unlawful loss or deficiency or unlawful item of account

**Managerial** - The post holder will be responsible for managing the administration/finance function of the Council, allocating and supervising work on a daily basis.
- It is intended that when suitably experienced/qualified the Deputy Clerk will become the _
- Responsible Financial Officer (section 151 Officer) _

**Specific Responsibilities/Tasks**

**Corporate**

1. Maintain current asset registers and develop the council’s Asset Management Plan.

2. Assist in property/grounds repairs, obtaining quotations and assist in the tender process.

3. Prepare agendas, record and type minutes of meetings of the Council, including committees and sub-committees. Attend meetings of the Council and its committees and sub-committees as required.

4. Monitor routine progress of decisions/resolutions from meetings keeping the Clerk regularly updated.

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5. Attend meetings on behalf of the Council as directed by the Clerk and to act as the representative of the Council with outside bodies as required.

6. Oversee the preparation and editing of council publications.

7. Oversee the maintenance and management of the Council website, social media and communications, to ensure good community engagement.

8. Deal with insurance issues, renewal and claims as directed by the Clerk.

**Financial**

10. Ensure invoices on behalf of the Council for goods and services are issued and that payment is received and systems updated. This includes payments from customers.

11. Ensure invoices for goods and services to be paid for by the Council are paid in a timely manner and provide associated monthly reports to Council.

12. Reconcile Monthly Accounts.

13. Manage the overall payroll process, ensuring prompt and proper payment to employees and also for deductions for income tax, national insurance, pension contributions etc. Monitor auto enrolment triggers.

14. Ensure Members and Officers Allowances as authorised by the Council are processed in a timely manner.

15. Ensure cheques and BACS and other payments are authorised for payment.

16. Provide monthly budget monitoring updates for the RFO, budget managers and
Council.

17. Monitor and balance the Council's and Horden Recreation Ground Charity accounts and prepare records for audit and VAT purposes.

18. Ensure accounts data is input accurately, including day books.

19. Ensure the Council’s financial operations are audited as appropriate with both internal and external auditors.

20. Prepare budget options with budget managers annually for Council to consider when setting the precept.

21. Submit the precept to the County Council at the correct date and provide any figures required for inclusion in the Council Tax Bill information as required by statute.

22. Prepare year end accounts.

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23. Ensure that the Annual Governance and Accountability Return (AGAR) is compliant with JPAG guidance on Governance and Accountability.

24. Ensure payroll year end is processed and P60s issued.

25. Prepare financial and other reports as directed by the Clerk or as requested by

Council.

**Managerial/Administrative/Clerical**

26. Undertake the day to day management of the Parish Council Office, including acting as line manager of the Administration team. Review and monitor systems, processes and practices to ensure efficiency and effectiveness in delivery.

27. Manage the Council’s IT and telephony provision.

28. Ensure that the cemetery is administrated in line with legislative and council guidelines & rules.

29. Ensure telephone, electronic and in person enquiries are dealt with appropriately and the general public who visit the Council Office are assisted.

30. Ensure general clerical duties including typing, filing and administ