Supervised by: Village Council with direct supervision by the Village President
Supervises: Deputy Clerk/Deputy Treasurer, Parks & Recreation Coordinator/Administrative Assistant, Janitorial staff, and other employees in the absence of the respective department head.
Applications and a copy of the job description/requirements are available at the Village of Farwell Office at 109 South Hall Street or online at www.villageoffarwellmi.gov.
All applications and resumes must be submitted by December 2, 2024 by 4:00 pm to the Village office for consideration.
Position Summary:
The Village Clerk/Treasurer is an executive level classification. The Clerk/Treasurer is directly accountable to the Village of Farwell Council. The Village Clerk/Treasurer plans, organizes, integrates, directs, administers, fiscally controls, and evaluates the activities, operations, programs and services of the Village of Farwell. The Clerk/Treasurer will serve as an appointed executive in the Village, responsible for carrying out policies and programs determined by the elected Village Council. The Clerk/Treasurer conducts and maintains all official Village records, documents, ordinances, and assumes a variety of administrative functions including budgeting, purchasing, risk management, and finance.
Essential Job Functions:
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. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
1. Keeps the Council advised of financial conditions and program progress, for both present and future needs of the Village.
2. Develops the annual budget in cooperation with the various committees and departments. Monitors revenues and expenditures throughout the fiscal year to ensure sufficient revenues to meet planned expenditures. Makes budget adjustments as needed. Prepares financial reports for the Council as requested.
3. Must be familiar with the policies and regulations governing public administration and execution of the Village duties.
4. Works closely with the Village Council, other governmental agencies, and a variety of private and community organizations to solve community problems. Directs and coordinates preparation of reports and recommendations on public policy issues and on long range plans for the Village services; develops and coordinates proposals for action on current and future Village needs; represents the Village and works closely with appointed boards, committees, public and private officials.
5. Sorts, verifies and mails tax billings generated by the County. Collects and records real and personal property taxes, fees and other monies due to the Village of Farwell. Gathers special assessment information to be placed on the tax roll and submits to the Clare County Treasurer to be added to the taxes by July 1st of each year.
6. Prepares data, completes paperwork, and processes mailings and other notices for the County Assessor as requested.
7. Receives all tax money payable to the Village of Farwell and distributes them to appropriate accounts and balances tax rolls with the County.
8. Responds promptly to taxpayer inquiries that may be received in person at the office, by phone or other means. Resolves complaints related to these matters as well as having the ability to explain taxation issues, investment practices, tax assessment and collection processes.
9. Prepares a detailed Treasurer’s report for the Village Council monthly.
10. Prepares detailed financial reports for the State and Federal regulatory agencies and other financial institutions, on behalf of the Village of Farwell.
11. Attend and participate in professional group meetings; stay aware of new trends and innovations in the field of the Village Management and Administration.
12. Respond to media inquiries, the Village council concerns and issues, and community needs. Oversees the preparation of press releases and materials for dissemination to the media and the public; maintains effective relationship with the media.
13. Directs and oversees the preparation of a wide variety of reports and presentations for the Village Council, residents and other agencies.
14. Participates in regional and state meetings, professional and community organizations on behalf of the Village to stay aware of trends related to municipal programs.
15. Serves as the official record keeper of all the Village records and papers, including all actions of the Village Council, ordinances, and licenses.
16. Prepares agenda and Council packets and attends all Council meetings to take meeting minutes. Oversees the publication of all legal notices as required by law.
17. Maintains accounts receivable records and receipts, and performs daily balancing activities. Balances bank statements and performs related bookkeeping functions.
18. Administers the major human resources functions for the Village, including benefits administration. Manages employee insurance programs as well as the Village’s property, liability, and Workers’ compensation insurance.
19. Oversees the accounts payable, utility bill payment, implements the chart of accounts and allocates expenditures to the proper account. Assists with the annual audit of the Village financial records.
20. Oversees the payroll process and ensures accuracy of timesheets. Process payroll every two weeks, remittance checks, and process reports for the pension contributions, State of Michigan and IRS.
21. Generate W-2, W-3, 1099 documents and other reports for year-end closing with the appropriate agencies.
22. Prepares bank deposit functions, deliver deposit and retrieve bank bag as necessary.
23. Serves as the contact person for vendors, contractors, auditors and regulators. The Title IV representative and responds to Freedom of Information Act requests.
24. Oversees and manages the requisition, purchasing and disposal of Village property. Authorizes purchases within the authority delegated by the Village Council.
25. Assist in the preparation of ordinances and resolutions as directed.
26. Assist Township Clerk in elections as needed and as required by State Law.
27. Provide effective leadership and coordinate the activities of the Village operations.
28. Perform research, evaluate alternatives, and develop sound conclusions and recommendations in an understandable and effective manner. Present proposals and recommendations clearly at public meetings.
29. Understand, explain and apply city, state and federal laws and regulations governing the performance of the Village’s operations.
30. Establish and maintain effective working relationships with Village of Farwell departments, governmental officials, community and civic organizations.
31. Exercise discretion in dealing with highly sensitive political, public policy, community and employee issues.
32. Complete the citizen’s guide yearly, and send a copy to the State of Michigan and publish on the Village website.
33. Performs related work as needed.
Desired Qualifications:
Knowledge of: Theory, principals, practices and techniques of organizational design and development. Long range planning, public administration, finance, municipal budgeting, financial administration, program and policy formulation. Purchasing, maintenance of public records, and applicable state and federal laws, regulations governing the operations and administration of a municipal agency. Village functions, associated management, financial and public policy issues, principles and practice of public personnel. Labor management relations, principles and practices of effective leadership, sound business communications and effective public relations with community groups and agencies, private businesses and other levels of government.
Additional Duties:
· LDFA Coordinator – serves as the point of contact for the LDFA Committee. Sits on the board and maintains accurate records for the Committee.
· Planning Commission – serves as the point of contact for the Planning Commission. Sits on the board and maintains accurate records for the Committee.
· Grant Writing – research and write grants on behalf of the Village of Farwell as needed.
· Project Coordinator – serves as the point of contact between the Village Council, Village Attorney, DPW, Engineers, RCAP, USDA and Bond Attorney to coordinate and maintain accurate records and financial statements relating to loans and grants received by the Village of Farwell.
· Works with the DPW Supervisor to prepare reports for MDOT – maintain and complete monthly, semiannually, and annually equipment rental sheets.
Education and Experience:
1. Educational requirements include a Bachelor's degree, or equivalent, in business management, public administration, records management, or related field.
2. Experience requirements include three years of progressively more responsible experience in Village management, finance office management or related field, preferably in a municipal setting.
3. Thorough knowledge of the laws, ordinances and related legislation pertaining to records management, and issuance of zoning permits.
4. Thorough knowledge of the principles, practices, and techniques of public personnel administration, including labor relations.
5. Thorough knowledge of modern office procedures and practices, and have skill in applying them.
6. Good knowledge of the Village general law, related ordinances, policies, procedures, and structure of municipal government.
7. Skill in operating general office equipment including computers and software including Microsoft products and BS&A.
Other Requirements:
· Attend trainings and meetings as needed or required during and after business hours.
· Certification as municipal clerk must be initiated upon assuming the duties of this classification. Certification as a municipal clerk and treasurer must be initiated upon assuming the duties of this classification.
· Must be bondable by a surety company.
· Certification as a notary public must be obtained after appointment to this position.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in a business office setting and is required to sit, talk and hear. The employee is frequently required to use hands to handle or feel. The employee is occasionally required to reach with hands or arms. The employee must regularly lift and/or move items of lightweight and may occasionally lift and/or move items of moderate weight. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee may be required to travel to other locations.
Compensation:
Start $ - Wages Negotiable / Benefits Available
90 Day Performance Evaluation
Hours: Full Time
The Village of Farwell is an Equal Opportunity Employer.