Village of Bancroft MI Job Description
Posting Date: February 3rd, 2022
Closing Date: Open Until Filled
Submit resume to: bancroftpresident@gmail.com
For questions please contact Brian Barnum @ 989-666-7153 or at the email listed above.
Position: Village Clerk
Hours: Part time, 8-16 hours per week as required
Wages: Based on Experience and Qualifications
General Description: This position is primarily responsible for overseeing and directing payroll, licensing, permits and recordkeeping within the Village in compliance with municipal ordinances and state statutes, including Act 3 of 1895. This position shall work closely with the Village President, Council, Employee’s, Residents and Vendors. Must be proficient in QuickBooks and BS&A Software Systems along with standardized accounting, filing and clerical practices.
Duties and Responsibilities:
- Serves as the custodian of all records for the Village, coordinating the preparation of current and archived Village records efficient and effective storage.
- Serves as custodian of the corporate seal and assures proper use of said seal.
- Countersign and register all licenses.
- Makes reproductions in accordance with the Media Records Act 1992 PA 116.
- Administer oaths and affirmations.
- Responsible for the preparation and publication of agendas in accordance with the Open Meetings Act.
- Responsible for all minutes of the Village Council, committees, and commissions, as assigned.
- Coordinates publication of approved ordinances and resolutions, as required.
- Responsible for being the custodian of assets of the Village, filing insurance claims, coordinating property and liability insurance renewals, and re-bidding Village insurance coverage as directed.
- Signs all checks together with the Treasurer.
- Assist with the collection of property taxes, water and garbage fees, and other accounts receivables.
- Collect claims against the village, present them to the council for allowance and, if allowed, submit check disbursement authorization to treasurer.
- Assist Village President in preparing budgets on an annual basis.
- Serve as the general accountant.
- Assists in drafting ordinances and resolutions, as necessary, for review by the Village attorney.
- Attends evening meetings as needed, requested or required.
- Other duties required by law and other related duties as assigned.
Preferred Qualifications
- Thorough knowledge of the functions and organization of village government and the workings of the Village Council.
- Thorough knowledge of Michigan laws and local ordinances related to the duties of the office of Village Clerk.
- Experience in preparing minutes and other reports related to official proceedings of the Village Council, or other committees.
- Experience in developing effective working relationships with elected or appointed municipal officials.
- Experience in customer service and strong knowledge of office management practices.
- Ability to effectively communicate, orally and in writing.
- Ability to respond to common inquires or complaints from the public, regulatory agencies, or staff members.
- Ability to write business correspondence, reports, and articles for presentation to public groups and the Village Council.
- Ability to solve practical and complex problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Good organizational skills and ability to maintain and foster cooperative working relationship with peers, Village Council, and the public.
- Ability to set goals, plan, organize, implement, monitor, and meet deadlines independently as well as in a team setting.
- Ability to work irregular and/or extended hours.
- Ability to utilize various computer programs to access, input and retrieve information and perform a variety of record keeping functions.
- General knowledge of computer hardware and software including software for accounting, database, Internet, inventory, payroll, project management, spreadsheets, and word processing. Software includes, but is not limited to the following: Microsoft Word, Excel, Quickbooks, BS&A, and other similar software
- Ability to maintain confidentiality of all Village business.
Clerk’s Typical Work Items include but are not limited to the following.
Weekly Duties:
– Prepare payroll for Village employees
– Prepare reports, individual man hours for DPW workers and equipment rental hours
– Prepare and send Village correspondence as required
– Filing
Monthly Duties:
– Prepare payroll for elected officials
– Pay IRS deposit for payroll
– Pay state withholdings
– Pay MERS insurances
– Pay all bills due
– Assist in preparing council agenda
– Attend council meeting and take detailed, accurate minutes
Quarterly Duties:
– Prepare and file IRS 941
– Pay unemployment insurance
Annual Duties:
– Prepare and file state annual withholdings
– Prepare employee’s W-2’s
– Prepare sub-contractor’s 1099’s
– Prepare and file W-3
– Renew insurances
– Audit with MML for workers compensation insurance
– Audit with MML for liability insurance
– Assist in preparing draft budget for upcoming fiscal year
– Assist in preparing CVTRS report.
– Assist with yearly audit
Job Type: Part-time
Pay: Based on experience
Education: High school or equivalent (Preferred)
Experience: Customer service: 1 year (Preferred)
Work Location: Village Office
Work Remotely: Some Possible
