Job description

POSITION DESCRIPTION
Position: Village Clerk-Treasurer
Reports to: Village President

The purpose of this job description is to clarify expectations between employer and employee and may also be used in performance reviews. Duties shall include those in Sec. 61.25 and 61.26 of the Wisconsin State Statutes and others applicable. Responsibilities listed below do not include every task encountered. The Clerk-Treasurer is not a member of the
Village Board and does not vote on any actions. The Clerk-Treasurer must comply with all State legislations, especially the Code of Ethics and Open Meeting Laws, and will be expected to perform the following duties in a professional, confidential, prompt and courteous manner:

DUTIES:

• Act as a key liaison between the Village Board, agencies, employees and citizens.
• Prepare for and attend all Village Board meetings (days or evenings).
• Set up and administer elections, voter and absentee registrations, voting and administer oaths.
• Perform duties related to school districts, highways, and bridges.
• Prepare grant applications; investigate funding sources as Board directs.
• Consult with the Village attorney and appear in court as needed.
• Perform all other duties required by law, ordinance or lawful direction of the Village

Board and comply with policies in the Village of Redgranite Employee Handbook.

• Serve as the Village office receptionist, greet people who enter or phone in a friendly, professional manner, provide information and refer people to others as needed.
• Conduct general office activities; prepare meeting materials, order supplies.
• Serve as Clerk of the Village and Village Board meetings (days or evenings), posting notices, preparing agendas, presenting reports, taking minutes, keeping a record of proceedings – including the Planning Commission and Zoning Board of Appeals+.
• Prepare and maintain official Village records, history, accounts, claims, and sales.
• Publish, post and record ordinances and resolutions, issues licenses and permits.
• Process contracts and agreements as directed by the Village Board.
• Receive, read, sort, distribute and file correspondence from citizens and other governmental agencies, reporting at monthly Village board meetings.
• Compose letters, prepare, deliver reports to county, state and federal agencies.
• Maintain an up-to-date filing system, have all files accessible and available to the public in a timely manner allowing people to inspect and/or request copies.
• Maintain custody of the Village seal, books, records and papers.
• Maintain a record of all Village resolutions and local laws.
• Must produce books, records and papers for inspection as required by Village Board and/or as required under State Laws.
• Ensure that all Village contracts and franchises are being properly performed and, in the event of default or breach, seek Board approval for appropriate enforcement action.
• Stay current on all Village public utilities, improvements, works and undertakings and the finances thereof.
• Prepare the annual itemized budget and keep the Board fully advised as to the financial conditions and needs of the Village.

• Administer and enforce the Village Zoning Ordinance acting as Zoning Administrator.
• Provide staff support to the Planning Commission and the Zoning Board of Appeals as needed and assigned.
• Receive and disburse Village money, keep a computerized financial book with itemized accounts of all funds received and disbursed, issue receipts for all funds received.
• Deposit as soon as practicable the Village funds in appropriate Village accounts in the designated depository, failure to comply is grounds for removal from office.
• Issue purchase orders prior to purchase, prepare vouchers and checks for bills to be signed by the Village Finance, Personnel, Insurance Chairperson or President.
• Manage payroll and payroll reporting, retirement and insurance.
• Assist in preparation of the Village budget and annual financial statement, maintain record of expenditures versus budget, presenting a monthly financial report.
• Perform the duties relating to taxation, give notice of property tax revenue and portions.
• Review assessment roll for errors, prepare tax roll, prepare and mail tax bills, collect first installment of tax payments, issue tax receipts, apply tax payments in computer program, prepare bank deposits containing tax payments.
• Make records available for a financial audit at least once a year.
• Successfully train the Deputy Clerk/Treasurer.
• Other duties as assigned.

Approved by Finance, Personnel, Insurance Committee 9/12/22

Job Type: Full-time

Pay: $32,000.00 - $48,000.00 per year

Benefits:

• Disability insurance
• Health insurance
• Life insurance
• Paid time off

Physical setting:

• Office

Schedule:

• Monday to Friday

Work Location: In person

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