Description

GENERAL SUMMARY

The Clerk/Treasurer is under the general supervision of the Village Manager (except for those duties related to acting as Clerk of the Council).

Responsible for maintaining all official village records and ordinances and serves as clerk of the council and secretary to all boards and commissions.  Responsible for all financial operations of the village, including ensuring accurate accounting of all village funds, investing idle cash, collecting receivables, administering payroll, administering payroll and accounts payable, assisting with debt issuance and management, and assisting in the preparation of the annual village budget.  Supervises and trains employees, prepares departmental policies and procedures, prepares budget and administers the same.  Performs all administrative functions for the department.  Acts as the Village Manager in the absence of the manager as may be directed, and participates as a member of the village’s administrative management team.

ROLES AND RESPONSIBILITIES

An employee in this position may be called upon to do any or all of the following essential functions.  These examples do not include all of the duties which the employee may be expected to perform: 

 Village Clerk and Legislative Support

•         Serve as Clerk of the Village Council and secretary to all boards and commissions.
•         Serve as confidential secretary to the Village Council when necessary.
•         Prepare Council, board, and commission agendas and packets; attend meetings and record minutes.
•         Assist the Village Manager and department heads with agenda development.
•         Prepare correspondence, ordinances, resolutions, and reports as requested.
•         Publish legal and public notices as required by law.
•         Maintain and certify official Village records, including minute books, contracts, franchises, ordinances, and resolutions.
•         Serve as custodian of the Village seal and certify records under the Village seal.
•         Provide for the timely publication and codification of ordinances.
•         Administer oaths of office and countersign and register bonds issued by the Village.
•         Supervise the retention and disposal of Village records in accordance with applicable State and local requirements.
•         Attend bid openings.

 Licensing and Permits

•         Serve as the Village’s licensing agent.
•         Prepare and maintain forms for license and permit applications.
•         Coordinate the review and processing of applications with appropriate Village departments and agencies.
•         Coordinate the receipt, processing, and filing of planning and zoning applications and permits.
•         Countersign, register, and issue licenses upon approval by the appropriate official or governing body.

 Freedom of Information Act (FOIA)

•         Serve as the Village’s FOIA Coordinator.
•         Receive, process, and coordinate FOIA requests, including identification, retrieval, review, and copying of responsive records.
•         Prepare FOIA response and denial letters in compliance with the Michigan Freedom of Information Act.
•         Calculate and collect applicable FOIA fees.
•         Release requested records in accordance with applicable law.
•         Receive and coordinate the processing of FOIA appeals.
•         Perform all other duties required of the FOIA Coordinator under state law.

 Finance and Treasury

•         Serve as Finance Director/Treasurer and manage the operations, staff, and activities of the Finance and Treasury Department.
•         Oversee all Village financial functions, including cash receipting, accounts payable, payroll, employee benefits, grants, debt management, risk            management, investments, and financial reporting.
•         Monitor employee retirement programs and maintain compliance with applicable plan documents and requirements.
•         Assist the Village Manager with development and administration of the annual budget and multi-year capital planning program and assist department directors as needed.
•         Oversee disbursement of revenue to other local units and participate in the annual County tax settlement, when required.
•         Prepare or supervise the preparation of required county, state, and federal forms and reports.
•         Provide the Village Manager and Village Council with monthly budget performance and other financial reports and advise them on financial matters.
•         Coordinate and supervise the Village’s annual audit, including year-end closing and providing required documentation, schedules, and information.
•         Perform cashier responsibilities and assist with customer service at the front counter.
•         Administer the Village’s Community Development Block Grant (CDBG) program.
•         Develop, implement, maintain, and update departmental policies and procedures in compliance with federal, state, and local requirements.
•         Ensure required financial notices, reports, and other documentation are properly posted and available to the public.

 Risk Management

•         Serve as the Village’s Risk Management Coordinator.
•         Coordinate the review, bidding, renewal, and administration of liability and property insurance policies.
•         Maintain knowledge of Village insurance policies, coverages, and requirements.
•         Research and process insurance claims and serve as liaison among the Village, insurance carriers, and claimants.
•         Coordinate risk management and loss-prevention efforts, including staff training.
•         Recommend appropriate insurance coverage and limits to the Village Manager and Village Council.
•         Review, receive, file, and maintain contractor and organizational certificates of insurance to ensure compliance with Village requirements.
•         Maintain records of fixed and mobile assets and their values and report changes to insurance carriers as required.

 Personnel and Labor Relations Support

•         Assist the Village Manager with personnel and labor relations functions as directed.
•         Assist with employee recruitment and selection, including preparation and publication of job postings and advertisements.
•         Prepare and maintain personnel forms, employment packets, and related employment records.
•         Maintain records and coordinate Commercial Driver License (CDL) drug testing and random testing requirements.
•         Maintain records of personnel changes and personnel files in accordance with applicable laws and retention requirements.
•         Maintain appropriate confidentiality and segregation of sensitive employee records, including benefits, insurance, claims, medical, and drug and alcohol       testing records.
•         Process unemployment compensation claims and applications and maintain required State of Michigan reports.

   PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment described are representative of those an employee may encounter while performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Requirements

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND MINIMUM QUALIFICATIONS

The requirements listed below represent the knowledge, skills, abilities, and qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

  Bachelor’s degree in finance, accounting, public administration, or a related field, or Certified Public Accountant (CPA), with a minimum of three (3) years of municipal finance, budgeting, accounting, and supervisory experience. An additional four (4) years of relevant experience may substitute for the degree or CPA requirement at the discretion of the Village Manager.

        Valid State of Michigan driver’s license or ability to obtain one upon hire.

        Thorough knowledge of governmental accounting, including bookkeeping, fund accounting, internal controls, financial reporting, and related principles and practices.

        Proficiency with computer hardware and software in a Windows and networked environment, including Microsoft Office applications.

        Ability to interpret financial information and develop and administer operating and capital budgets.

        Ability to plan, organize, supervise, train, evaluate, and coordinate the work of employees.

        Ability to establish and maintain effective working relationships with Village staff, elected officials, the public, governmental agencies, and vendors.

        Ability to communicate effectively and present information clearly, both orally and in writing.

        Ability to exercise sound judgment, initiative, and resourcefulness and to respond effectively to changing priorities and stressful situations.

        Ability to prepare and maintain accurate records and reports and perform mathematical calculations accurately.