There shall be a Department of Administration, the head of which shall be the Clerk/Treasurer, who shall be appointed by the City Manager with the approval of the City Council, for a term of one year, and thereafter annually by the Manager. Prior to appointment, the City Manager shall be satisfied that the Clerk/Treasurer possesses the training, education, and experience necessary to perform the duties of the position.
The Clerk/Treasurer shall be the custodian of the seal of the City, and of all records, books, and documents of the City other than those committed by Charter, Local Law or Ordinance, to some other office or transferred thereto by the Manager. The Clerk/Treasurer, subject to the direction and supervision of the Manager shall:
(a) 
Upon request and upon payment of fees prescribed pursuant to law for use of the City, furnish a certified copy of any record, document or paper in the Clerk/Treasurer's custody, under the corporate seal of the City.
(b) 
Cause the corporate seal to be affixed to such instruments and writings as may be authorized by Local Law or Ordinance, or as may be required by general law.
(c) 
Be the depository and custodian of all performance bonds running to the City and of official surety bonds furnished by or on account of any officer or employee, except the Clerk/Treasurer's own bond, (which shall be placed in the custody of the Manager); of all insurance policies upon or with respect to risks insured for the benefit of the City or to protect it against any claim, demand or liability whatsoever; and all leases and formal contracts for work, labor, services, supplies, equipment, and materials to which the City may be a party.
(d) 
Serve as registrar of vital statistics unless the City Council makes other provisions for such function; perform all other functions required of a City Clerk by any State law and administer such provisions of Local Laws and Ordinances which require licenses, permits or certificates to be obtained from a City Clerk.
(e) 
Serve as Clerk of the City Council and shall:
[Amended 11-7-2017]
(1) 
Attend, or designate another to attend, all meetings of the City Council, and when required, of its legislative committees.
(2) 
Keep full and accurate minutes of each meeting of the City Council, and arrange for their preservation in accordance with New York State laws.
(3) 
Record and preserve the Local Laws, Ordinances and Resolutions of a permanent character passed by the City Council; and the Clerk/Treasurer shall certify each such Local Law, Ordinance or Resolution attesting that it was duly adopted upon a date stated; and the copy so signed and certified shall be deemed to be a public record of the Local Law, Ordinance or Resolution.
(4) 
At the close of each year, with the advice and assistance of the Corporation Counsel, have bound compiled and codified all of the Local Laws and Ordinances or true copies thereof, which then remain in force and effect, and properly index such record, compilation or codification.
(f) 
Have such other, different and additional functions, powers and duties as may be prescribed by State Law, Local Law or Ordinance, or delegated by the Manager.
The Clerk/Treasurer, subject to the direction and supervision of the City Manager, shall:
(a) 
Exercise commonly accepted or statutorily required accounting functions as are necessary to confirm that the financial records are kept in accordance with standard municipal accounting procedures and that all necessary financial reports are made by all officers and employees.
(b) 
Have such other, different and additional functions, powers and duties as may be prescribed by State Law, Local Law or Ordinance, or delegated by the City Manager.
(c) 
Pursuant to New York State Local Finance Law, serve as the Chief Fiscal Officer.
[Added 11-7-2017]
(a) 
No department, office or agency of the City government shall expend or commit any funds of the City unless the Department Head shall first certify that there is an unencumbered balance of appropriation and funds available for the purpose, as provided in § 14.7.
[Amended 11-7-2017]
(b) 
Prior to payments of any bill, claim or demand against the City, a department head shall certify that the materials, supplies, or equipment have been received according to purchase order or that the work, labor or services have been rendered according to order or contract.
(c) 
Disbursements in payment of bills, claims and demands shall be made by the Clerk/Treasurer upon pre-audit and warrant of the Manager. Every warrant shall be in the form of a warrant-check payable to the order of the person or firm entitled to receive it, and shall specify the purpose for which it is drawn and the account or appropriation to which it is chargeable. Each warrant-check shall bear the signature of the Clerk/Treasurer or acting Clerk/Treasurer and of the Manager or acting Manager, as the case may be.
Should it serve the best interest of the City to separate the Clerk and Treasurer functions, the City Council is empowered to cause separate positions to be created for the more efficient administration of this Department.