• Responsible for support to the Mayor and Council by providing assistance with Town Council meetings, postings and advertising, and citizen inquiries.

• Manages, directs and organizes the activities of the Town Clerk’s office.

• Responsible for retention of all public documents and information not assigned to the custody of some other officer as per the Town Code.

• Records all official proceedings; supervises the preparation of all minutes and other documents; directs the posting, publication, filing, indexing and storage of all proceedings of the Town Council.

• Plans, conducts and oversees all Town of Carefree elections and assists Maricopa County with early voting. Receives all candidate financial paperwork. Oversees preparation and distribution of candidate petitions.

• Responsible for keeping convenient for public inspection all public records and public documents under his/her control as provided by State Statutes.

•  Attends Town Council meetings, workshop meetings, and executive sessions.

•  Develops, coordinates and maintains the records management system program.

•  Identifies official records and schedules retention and orderly destruction of records according to established procedures.

•  Oversees all records that pertain to the business of the Town or that Town Manager, Mayor or Town Council directs

•  Receives bid documents and proposal submissions for the Town and assists in the bid opening process.

•  Oversees and prepares agendas for the Town Council and other boards and commissions as assigned.

• Designated as custodian of Town seal. Seals and attests all deeds, contracts, minutes, ordinances and resolutions of the Town.

• Monitors expenditure limitations and provides annual report as required by State law.

• Manages internal controls.

•  Supervises payroll, accounts payable, accounts receivable and budget.

• Supervises the preparation of all accounting reports.

• Prepares or assists the Town Manager in the preparation of special financial studies or reports as requested by the Town Manager or Council.

• Acts as financial advisor to the Town Manager.

•  Works with Departments to ensure that all financial transactions meet legal requirements and procedures of the Town.

• Regularly interacts with bankers, lawyers, C.P.A.’s and other professionals to ensure all records and activities of the Town meet applicable standards.

• Supervises the solution to accounting problems and verifies that resolution of fiscal and finance matters.

•  Supervises and assists in preparing all year end accounting transactions before the external auditor review and establishes the Town audit.

• Coordinates all pension and retirement accounting with outside pension fund administrators.

• Invests and transfers Town funds as needed.

• Secretary and Treasurer of the Town’s Utilities Community Facilities District.

• Manages process and contracts in Risk Management, Employee Benefits and Human Resources. 

• On a daily basis, tasks include appending cash receipts, reviewing invoices, obtaining necessary approvals for payments, and fulfilling financial records requests. Weekly activities involve processing accounts payable and reconciling bank statements. Bi-weekly tasks include processing payroll and ASRS Retirement wires.

• Monthly duties consist of updating the Capital Assets System, creating financial statements for Town Council meetings, and updating GL Permanent Record Reports.

• Quarterly responsibilities include booking Vanguard Interest in the general ledger, creating OpenBooks documentation, and calculating Worker's Compensation Insurance payments.

• Annually, the role involves coordinating the annual audit with the audit firm and providing all necessary transaction details. Additionally, this position ensures compliance with laws regarding Federal and State Grants and handles tax calculations and payments related to Town Leased property.

Overall, the accountant plays a critical role in ensuring the accuracy, compliance, and efficiency of the Town's financial operations.

This area of expertise is responsible for managing the Town's Information Technology (IT) infrastructure, ensuring the smooth operation of the Local Area Network (LAN) system and providing support for hardware and software. Key responsibilities include:

• System Maintenance

• Security Administration

• Upgrades and Modifications

• Backup and Data Protection

• Virus Protection

Every month, tasks include testing file server backups, ensuring all updates are downloaded to workstations, and conducting maintenance activities such as defragmenting local hard drives and deleting unnecessary files. Annually, responsibilities include evaluating newer versions of software for potential upgrades, checking file server logs for hardware errors, and including any necessary upgrades or replacements in the budget process. This area of expertise plays a critical role in maintaining the Town's IT infrastructure and ensuring the security, reliability, and efficiency of computer systems and data management processes.

Manages and oversees various aspects of the town's financial operations and administrative duties.

Jim Keen

Responsible for coordinating, monitoring, and overseeing all accounting and auditing operations and activities. Key responsibilities include ensuring the accuracy of financial records, preparing and submitting financial documents and reports, managing budgets, and maintaining ancillary records. Additionally, this role involves collaborating with the Administrator to prepare the annual budget.