At our recent Amplify LIVE annual conference, we hosted a roundtable discussion led by Boyce Systems’ Support and Services Manager, Ragan Dalton. The session was packed with valuable insights from industry veterans including Mitch Wilson, Vicki Kitchen, and Suzy Bass, who shared their experiences and advice on training and support for public officials, particularly Clerks-Treasurers. Below is a summary of the key takeaways:
Why Training Matters for Clerk-Treasurers
As public officials, education and training aren't just important—they’re legally required in Indiana. Mitch Wilson, Director of Cities, Towns, Utilities, Libraries, & Special Districts, from the State Board of Accounts, explained the recent updates to training requirements for newly elected Clerks and Treasurers. These requirements include:
The flexibility in how these hours can be achieved is a relief for many officials. Mitch noted that training can come from various sources like workshops, webinars, and even online courses, as long as it's from an approved organization. Additionally, officials are responsible for keeping track of their training hours and submitting them annually through Indiana’s Gateway system.
Vicki Kitchen, Clerk-Treasurer of the Town of North Liberty and a seasoned leader in the Indiana League of Municipal Clerks and Treasurers (ILMCT), highlighted how critical access to training is, especially for officials in smaller towns. She mentioned that ILMCT is making many training opportunities available virtually to accommodate officials who can't always travel. This initiative is especially helpful for one-person offices that struggle to send their staff away for training.
Vicki also emphasized the importance of obtaining certifications through organizations like ILMCT, the Association of Public Treasurers of the U.S. and Canada (APT), and the International Institute of Municipal Clerks (IIMC). These certifications not only help ensure compliance but also demonstrate a commitment to professionalism and education.
Cross-Training: A Key to Operational Success
One of the standout points made during the discussion was the importance of cross-training within the office. Suzy Bass, Co-Owner of Local Government Services, shared a humorous yet practical analogy of how her five-year-old grandson successfully assembled a complex Lego set using the instruction manual. The lesson? Your office needs its own “instruction manual” in the form of standard operating procedures (SOPs).
Cross-training ensures that no single person holds all the knowledge in the office. Suzy pointed out that officials should document every process in their office, from how to make a deposit, to handling payroll, to avoid chaos when someone is absent or leaves. This level of detailed documentation is crucial for smooth transitions and maintaining compliance with internal controls.
Standard Operating Procedures (SOPs): Start Small, Think Big
Suzy emphasized that creating SOPs can be daunting, but the key is to start small. Begin by documenting one process at a time, such as how to make a deposit, and gradually build out the manual. By the end of the year, even if you add just one procedure per week, you could have a comprehensive manual covering 52 processes.
Embracing Technology for Efficiency
The discussion also touched on the importance of utilizing software updates to streamline operations. Ragan Dalton reminded everyone that Boyce Systems regularly releases updates to improve functionality, compliance, and ease of use. However, it’s up to the users to implement these updates and take advantage of new features, such as automated payroll processes that eliminate the need for manually entering line items.
The Value of Networking and Support
A common theme throughout the session was the value of networking with fellow Clerk-Treasurers. Whether through formal organizations like ILMCT or informal channels like the ILMCT listserv, connecting with peers can provide invaluable insights into how others are handling similar challenges. Both Mitch and Suzy stressed that networking allows for the sharing of best practices and new ideas, which can often lead to more efficient and effective ways of doing the job.
Final Thoughts: Education is an Ongoing Journey
The roundtable discussion at Amplify LIVE made one thing clear: education, training, and cross-training are essential components of success for public officials. As the field evolves with new regulations and technological advancements, staying informed and prepared is crucial. By investing in training, documenting processes, and leveraging support systems like Boyce’s software and expert resources, officials can navigate their roles with greater confidence and effectiveness.
For those looking to further their education or get started with creating their own SOPs, organizations like ILMCT, IIMC, and APT are excellent resources. As always, Boyce Systems’ support team is available to assist with any technical or operational questions to help you succeed in your role.