Job Description FLSA Status · 2019-09-02 · Peachtree Accounting for accounting and payroll purposes is required. ... collects and posts payments and generates reports. ... records,

Park Township Job Description

Job Title: Deputy Clerk Department: Reports To: Township Manager/Township Clerk FLSA Status: Non-Exempt Prepared By: Daniele Dykens Prepared Date: December 2007 Approved By: Approved Date: Summary: Coordinates the day-to-day operations of the Clerk’s office. Provides policy and program support to the Clerk. Provides support for all elections. Represents the Clerk to constituents, outside agencies, and governmental units, and serves as the Clerk in that person’s absence. Maintains confidentiality of sensitive or personal information. Essential Duties and Responsibilities include the following. Other duties may be assigned.

1. Participates in regular meetings with the Clerk to discuss status of current activities, reports, and upcoming projects.

2. Facilitates the interface of the Clerk’s office with constituents, other departments, elected officials, various boards and commissions, community groups, outside agencies, and governmental units.

3. Manages and coordinates the election process for all elections within the Township. Duties include staffing precincts, ordering ballots and supplies, setting up election equipment, communicating with political parties to ensuring accuracy of ballots, serve as elections liaison for the County.

4. Interprets and applies policies of the Clerk and/or the Township Board. 5. Researches issues, problems, and laws. Conducts analysis, writes reports, and recommends

actions, and resolutions. 6. Maintains data in Qualified Voter File and information concerning voting district changes and

election law. Tracks new features, rules, and laws. 7. Creates, restructures, organizes, and maintains departmental databases and records. 8. Researches various costs and compiles and prepares budget estimates. Searches for ways to

reduce costs and implements related programs. Assists the clerk in establishing contracts with vendors and participates in the RFP process.

9. Receives, prioritizes, and assists in processing Freedom Of Information Act and OMA requests. Tracks changes in related laws and ensures departmental compliance.

10. Ensures departmental compliance with all statutory requirements of the Clerk’s office. 11. May serve as recording secretary for Board meetings. 12. Processes all accounts payable and payroll for the Township. 13. Performs a variety of month-end duties including processing payroll taxes and preparation of

month-end department and board reports. 14. Process quarterly retirement payments; assure the reliability of state and federal withholding

taxes.

15. Responsible for quarterly tax filings. 16. Participate in the annual fiscal audit (A/P) and workman’s compensation audit. 17. Performs other duties including special projects as requested to ensure efficient operations of

the Clerk’s office. Supervisory Responsibilities: Supervises election assistants and election inspectors during any election conducted in the Township. Competency: To perform the job successfully, an individual should demonstrate the following competencies: Analytical

• Synthesizes complex or diverse information; • Collects and researches data; • Uses intuition and experience to complement data.

Planning and Organization • Independently plans, organizes, and schedules work; • Pays close attention to details.

Interpersonal Skills—Communication and interpersonal skills to deal effectively with Township office staff at all levels, property owners, State and local government representatives, builders, contractors, and the general public.

• Focuses on solving conflict, not blaming; • Listens to others without interrupting; • Keeps emotions under control; • Remains open to others' ideas and tries new things.

Oral Communication • Listens and gets clarification; • Responds well to questions.

Written Communication • Able to read and interpret written information.

Judgment • Displays willingness to make decisions; • Exhibits sound and accurate judgment; • Includes appropriate people in decision-making process; • Makes timely decisions.

Professionalism • Approaches others in a tactful manner; • Reacts well under pressure; • Treats others with respect and consideration regardless of their status or position; • Accepts responsibility for own actions; • Follows through on commitments.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: A bachelor’s degree or the equivalent in public administration or a related field is preferred. Knowledge of the structure, policies, procedures, and regulations of township or municipal government is preferred. Must maintain County certification to work in a polling location. Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to interact successfully with representatives of various professionals, property owners and the general public as well as Township office staff at all levels; requires dealing with unpleasant contacts occasionally. Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to interpret comprehend and process detail data and information. Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Skill in managing and utilizing complex reports to formulate policy and service recommendations. Computer Skills: Use of Microsoft Office and the Internet is required on a regular basis. Use of Peachtree Accounting for accounting and payroll purposes is required. Other Requirements: A valid Michigan Vehicle Operator’s license to enable travel throughout the Township as required. Registration as a Public Notary or ability to obtain upon hire is preferred. Must be bondable. Physical Demands and Work Environment: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this 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 is regularly required to talk, hear and view and create written documents. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move items of up to 60 pounds. While performing the duties of this job, the employee typically works in a business office setting. The noise level in the work environment is usually quiet.

Duties of a Deputy Village Clerk The office of deputy clerk is an important one, dealing with vital areas of village operation: Clerk for Office:

1. Help to keep up on the filing of minutes, bills and paid invoices. 2. If the Clerk is gone from a meeting requiring that minutes be taken, then Deputy Clerk is

expected to be available. 3. Also keep the Ordinances and Zoning up to date. 4. Assist the Clerk in organizing the accounts payable in a file and if payment needed

immediately, submit disbursement to treasurer. 5. Accept payments of funds due the Village. 6. Collecting payment of water/sewer accounts

Clerk for DPW:

1. Be able to input data in the Water/Sewer Book’s, Monthly Reports 2. Filing 3. Help with mowing and trimming 4. Help with small maintenance jobs like, painting, clean bathrooms and office.

Hours of service: The deputy clerk would cover the village office on Mondays 8am to 3:30pm and on Friday afternoons 1pm to 5pm. When the Clerk takes a day off or a vacation the Deputy Clerk is to cover the office for that time. The Deputy Clerk is also to be at the Village Garage office on Wednesdays, from 8am to 3pm. This position pays $8.00 per hour to be paid weekly or monthly which ever the appointee prefers. If a regular work day falls on a particular holiday then they can work another day that week or have that day off. Another important issue is confidentiality. You cannot discuss or disclose information about our Village unless you are authorized. We have a FOIA officer who handles information requests. If you have any questions about a situation, ask the Clerk. We have never had a problem on this issue. Let’s keep it that way.

The Village of Vermontville is an at will employer. You have the same right to terminate your employment with the Village of Vermontville at will, which means you can terminate your employment at any time, with or without cause and with or without notice. We too reserve the same right. That right is important for everyone and will not be changed.

This agreement is entered into on ___________________, 2008. _______________________________ ________________________________ Monte O’Dell-DPW Supervisor Shirley Harmon-Clerk _______________________________ Employee

CITY OF LESLIE JOB DESCRIPTION

DEPUTY CLERK/TREASURER

Supervised by: City Clerk and City Finance Director/Treasurer Supervises: No supervisory responsibility Position Summary: Under the direct supervision of the City Clerk and the City Finance Director/Treasurer and partial supervision of the City Manager, performs a wide range of clerical and administrative support functions for the Clerk’s office and the Finance Director/Treasurer’s office as well as the water and sewer department. Maintains accurate files and public records, oversees the utility billing process, assists in tax preparation and collections, and participates in the organization and conduct of elections. Performs the work of the City Clerk and/or the City Finance Director/Treasurer as delegated or in that official’s absence. 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. Assists in conducting elections, including assembling and disassembling election

equipment, training personnel and volunteers and recording results. Oversees and administers the absentee ballot process, recording, distributing and filing absentee ballots.

2. May assist in arranging and preparing meeting agendas and meeting materials for various

City meetings. Attends meetings as required and records and prepares minutes as needed. Prepares and processes paperwork and correspondence related to action taken at the meetings.

3. Assists with tax billing, collection and settlement. Prepares mailings, adjusts statements,

collects and posts payments and generates reports. Performs breakdown of payments for various jurisdictions and responds to mortgage company requests for information.

4. Provides front-desk service and assistance, receipting payments and providing general

assistance to customers including handling customer complaints. Prepares and processes correspondence, records, documents, reports, and information requests. Types, performs data entry and financial tasks, maintains a complex filing system and completes clerical projects as assigned. Screens and directs telephone calls and visitors to City Offices.

5. Assists in balancing cash drawers and troubleshooting imbalances. Reconciles bank

statements. Pulls property cards and supplies assessment information in the Assessor’s absence.

Deputy Clerk/Treasurer 2

6. Oversees the Water and Sewer Department. Administers the quarterly utility billing process. Generates reports and audits for accuracy. Prepares, prints and mails quarterly water/sewer bills. Receipts and enters payments and deposits and performs file maintenance on accounts.

7. Prepares delinquent notices, assigns penalties and issues shut-off notices according to

established procedures. Orders shut-offs and prepares appropriate documentation and account maintenance.

8. Maintains a comprehensive record system for utility accounts and related documents and

reports. Ensures account information is up to date. Establishes, adjusts, transfers and closes accounts as appropriate.

9. Works closely with the Department of Public Works for public and customer notification of

projects and emergency repairs. 10. Assists the Zoning Administrator in administering the zoning and code enforcement

function. Investigates complaint locations, prepares notices, maintains records and explains code requirements.

11. Provides computer support. Helps maintain and update the City website as well as follow

up on any internet correspondence. 12. Helps maintain cemetery records including lot sales, burial permits, marking graves and

contact with funeral homes. 13. Performs related work as required. Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation. Requirements include the following: • An Associate degree in accounting, public administration or a related field desirable. • Three or more years experience in bookkeeping, accounting, or other financial-based

clerical duties. • Knowledge of modern office procedures and practices and skill in application. • Knowledge of election laws, voter registration and records management. • Knowledge of the City Charter, related ordinances, and the policies, procedures, and

regulations governing municipal government.


• Knowledge of the organization, structure, operations and procedures of municipal government and the functions of various departments to effectively assist the public.

• Skill in preparing, maintaining, and updating records and documents and compiling and

evaluating complex financial data and preparing comprehensive and accurate reports. • Skill in operating basic office equipment and technology including computers and related

financial, word processing, spreadsheet and database software. • Ability to establish effective working relationships and use good judgment, initiative and

resourcefulness when dealing with other employees, elected officials, governmental agencies, the media, vendors and other external contacts and the public.

• Ability to train and supervise personnel and volunteers involved with elections. • Ability to understand and follow complex oral and written instructions, prioritize demands,

and work independently. Ability to communicate effectively, manage multiple tasks, meet deadlines and adhere to detailed processes and procedures.

• Ability to maintain attention to detail and work effectively under stress and changes in

work priorities. • Ability to record and transcribe meeting minutes and type with accuracy. • Ability to establish and maintain effective working relationships and use good judgment,

initiative and resourcefulness when dealing with the public. • Ability to exercise a high degree of diplomacy in contentious or confrontational situations. • Ability to critically assess situations, problem-solve and work effectively under stress,

within deadlines and changes in work priorities. 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. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation. While performing the duties of this job, the employee is regularly in a business office setting where he or she is regularly required to sit and occasionally required to exercise limited mobility. The employee is regularly required to talk, hear, read and interpret documents and correspondence and view and produce written and electronic documents. The employee is also required to use manual dexterity to type or write, and communicate with others in person and on the telephone and to use hands to finger, handle or feel and reach with hands and arms. The employee must occasionally lift and/or move light-weight to moderately-heavy items. The noise level in the work environment is usually quiet to moderate.

CITY OF EAST TAWAS JOB DESCRIPTION

DEPUTY CITY CLERK/TREASURER

Supervised by: City Clerk/Treasurer Supervises: No supervisory responsibility Position Summary: Under the direct supervision of the City Clerk/Treasurer and partial supervision of the City Manager, performs a wide range of clerical and administrative support functions for the Clerk/Treasurer’s office and water and sewer department. Maintains accurate files and public records, oversees the utility billing process, assists in tax preparation and collections, and participates in the organization and conduct of elections. Performs the work of the City Clerk/Treasurer as delegated or in that official’s absence. 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. Assists in conducting elections, including assembling and disassembling election







assistance to customers including handling customer complaints. Prepares and processes correspondence, records, documents, reports, and information requests. Types, performs data entry and financial tasks, maintains a complex filing system and completes clerical projects as assigned. Screens and directs telephone calls and visitors to City Hall.

5. Assists in balancing cash drawers and troubleshoot imbalances. Reconciles bank


Deputy City Clerk/Treasurer 2

6. Oversees the Water and Sewer Department. Administers the monthly utility billing process. Enters meter readings, generates reports and audits for accuracy. Identifies unusual usage patterns and orders re-reads. Prepares, prints and mails monthly water bills. Receipts and enters payments and deposits and transfers funds.


established procedures. Orders shut-offs and prepares delinquent list for tax roll as necessary.



9. Maintains use records and reports for HSRUA entities. 10. Works closely with the Department of Public Works for public and customer notification of



12. Maintains and updates fixed assets databases for City assets including water and sewer. 13. Provides computer support. Maintains and updates the City website as well as follow up

on any internet correspondence. 14. Maintains cemetery records including lot sales, burial permits, marking graves and contact

with funeral homes. 15. Receives cross training and performs the duties of other front office staff as operational

needs demand. 16. Performs related work as required. Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation. Requirements include the following: • An Associate degree in accounting, public administration or a related field. • Three or more years experience in bookkeeping, accounting, or other financial-based

clerical duties.


• Knowledge of modern office procedures and practices and skill in application. • Knowledge of election laws, voter registration and records management. • Knowledge of the City Charter, related ordinances, and the policies, procedures, and

regulations governing municipal government. • Knowledge of the organization, structure, operations and procedures of municipal

government and the functions of various departments to effectively assist the public. • Skill in preparing, maintaining, and updating records and documents and compiling and









within deadlines and changes in work priorities. 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. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation. While performing the duties of this job, the employee is regularly in a business office setting where he or she is regularly required to sit and occasionally required to exercise limited mobility.


The employee is regularly required to talk, hear, read and interpret documents and correspondence and view and produce written and electronic documents. The employee is also required to use manual dexterity to type or write, and communicate with others in person and on the telephone and to use hands to finger, handle or feel and reach with hands and arms. The employee must occasionally lift and/or move light-weight to moderately-heavy items. The noise level in the work environment is usually quiet to moderate.

CITY OF BIG RAPIDS JOB DESCRIPTION

DEPUTY CITY CLERK

Supervised By: City Clerk/Human Resource Manager Supervises: Trains and assigns work to part-time/work-study employees assigned to

the Department. Position Summary: Under the supervision of the City Clerk/Human Resources Manager, provides specialized clerical and secretarial work in support of the activities of the Clerk’s Office. Maintains voter registrations, administers permits and licenses, assists in the conduct of all elections and assists in the preparation of meeting agendas and materials. 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. Oversees and participates in the registration of voters. Registers new voters, records

changes of address, cancels voter registrations and maintains related records. Assists with recording, distributing, and filing absentee ballots. Issues voter registration cards and voter registration changes. Operates the Statewide Qualified Voter File software to maintain voter information.

2. Assists in the conduct of all elections held in the City in accordance with Federal, State,

and local laws. Prepares legal notices, processes absentee ballots and tests and trouble shoots voting equipment. Orders election supplies, and assist in the training of election workers.

3. Assists the City Clerk in the safe keeping and management of all City records and

documents. Maintains a comprehensive and complex filing and records retention system. Addresses FOIA requests as necessary.

4. Assists in arranging and preparing meeting agendas, meeting materials and minutes for

the City Commission. Serves as official proceedings recorder for the City Commission in the City Clerk’s absence.

5. Serves as backup secretary and official proceedings recorder for the Plan Board and

Zoning Board of Appeals. 6. Prepares various documents and materials including correspondence, legal notices,

proclamations, resolutions, reports, publications, and ordinances. Performs research, analyzes and interprets laws, ordinances and records, and prepares standard and special reports as requested.

7. Oversees the issuance and registration of permits and licenses in accordance with City

Deputy City Clerk 2

ordinances and other regulations. Maintains records, tracks renewals, and ensures compliance with regulations. Does required background checks as necessary.

8. Administers Oaths of Office to elected and appointed officials, Board members and

employees as required. 9. Assists in the operation of the Clerk’s Office. Performs the duties of the City Clerk in the

Clerk’s absence. Provides back up to other Clerk’s Office employees. Assists Department heads and the general public in matters pertaining to the City Clerk’s Office.

10. Trains and assigns work to part-time and/or work-study employees as assigned by the

City Clerk. 11. Provide Notary Public service. 12. Receive citizen complaints, provide assistance and/or direct them to appropriate department and/or individual. 13, Assists in planning, organizing, and setup of employee recognition events and Boards and Commissions recognition dinner. 14. Performs related work as required. Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. Requirements include the following: • A high school diploma with additional training in office management, secretarial science

or a related field. An Associate’s Degree in business or a related field is desired. • Two years experience as a secretary or office assistant, preferably in a municipal

setting. • Certification as a Notary Public. A Michigan vehicle operator’s license. • Knowledge of the laws, ordinances and related legislation governing elections, voter

registration record keeping, and access to public information. • Knowledge of the modern office procedures and the rules of public meeting conduct. • Skill in maintaining complex public and confidential records systems according to

statutory requirements, conducting research and preparing comprehensive and accurate reports.

• Skill in the use of office equipment and technology, including computers and related

software, election equipment and the ability to master new technologies.

Deputy City Clerk 3

• Ability to effectively communicate ideas and concepts orally and in writing. • Ability to establish and maintain effective working relationships and use good judgement,

initiative and resourcefulness when dealing with the public, elected officials, and other employees.

• Ability to understand and follow complex instructions, manage multiple tasks and work

effectively under stress and with interruptions, within deadlines and with changes in work priority.

• Ability to work at times other than regular business hours and to travel to other locations. • Ability to prepare accurate written reports and records and compose minutes and

correspondence. 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 is regularly required to communicate with others in person and on the telephone. The employee is frequently required to review and produce written and electronic documents. The employee must regularly lift and/or move items of light weight and may occasionally lift and/or move items of moderate weight. The employee is occasionally required to travel to other locations within and outside of the City. The employee is frequently required to attend meetings, make presentations, and to take and transcribe meeting minutes. While performing the duties of this job, the employee regularly works in a business office setting and occasionally works in various polling locations throughout the City. The noise level in the work environment is usually quiet. July, 2005 Revised Augsut, 2006

CITY OF CLAWSON JOB DESCRIPTION

DEPUTY CITY CLERK

POSITION SUMMARY: This is highly responsible clerical and administrative work supporting the meeting processes and legal record keeping requirements of the City Council and appointed boards and commissions as well as being knowledgeable of and supporting other functions and activities of the City Clerk’s office. Work involves responsibility for a variety of tasks preparing for and following up on the meetings of the City Council and appointed boards and commissions. Work includes publishing legal notices, preparing agendas, taking minutes, maintaining official records, ordinances, and agreements, and other related, official documents of the City. The position also requires that the individual be knowledgeable of and be able to perform all of the other clerical positions within the office. Work is performed under general supervision of the City Clerk, with latitude to exercise initiative in the areas of assignment. Work is reviewed through observation and results. ESSENTIAL JOB FUNCTIONS:An employee in this position is required to perform the following essential functions with or without reasonable accommodation. These examples are not an exhaustive list of the duties, which the employee may be expected to perform.

1. Performs the duties of the City Clerk in his/her absence.

2. Processes the registration of voters and maintains master voter information files. Processes cancellation/confirmation notices, prepares printouts/listings for the public and master file cards, prepare voter registration reports. Issues voter registration cards as voter registration changes.

3. Assists in planning, organization and implementation of Federal, State, City, County,

school, and special elections for the City of Clawson and Clawson Public Schools, including preparing test ballots, assembling and disassembling election equipment, training personnel and volunteers and recording results. Publishes and posts all election information. Records, distributes and files absentee ballots. Order election supplies. Is prepared to conduct elections in City Clerk’s absence.

4. Cross training in the City Treasurer’s Office in order to provide back-up support with

customer service, processing transactions, handling cash and balancing.

5. Receive, sort and distributes all incoming mail to appropriate departments and personnel.

6. Administers oaths of office as needed.

Deputy Clerk 6/25/08 1

7. Assists in the planning, organization and implementation of elections. Orders supplies, processes absent voter applications and ballots, prepares notices and reports to the County and State, tests ballots and prepares voting equipment. Schedules, trains and processes payroll for election workers.

8. Prepares and distributes City Council, Planning Commission and Zoning Board of

Appeals agendas and packets.

9. Maintains various files pertinent to the City Clerk’s Department. Maintains meeting minutes, code books, resolutions, publications, oaths of office and the City Charter. Publishes and files documents as necessary.

10. Coordination of FOIA requests with the FOIA Coordinator/City Clerk processing

Freedom of Information Act requests according to established procedures and mandated guidelines and when necessary forwarding inquiries to the appropriate department.

11. Issue A/P, Trust & Agency, Payroll and DDA checks, performs checks and balance

process – verify and sign checks.

12. Enrolls new employees in the City’s benefits plans and processes related paperwork. Maintains employee enrollment information in various benefit programs such as health, life and retirement and assists employees with benefit issues.

13. Processes worker’s compensation claims. Files claims, submit billings, and prepares

and submits MIOSHA logs and reports. 14. Provides office support; types letters, memos, agendas, minutes, budgets, and related

material; copies information; answers telephone inquiries and/or provides information over the counter; notarizes documents; keeps track of and orders office supplies, dog tags, business licenses, and other forms used in the Clerk’s office.

15. Provides information, answers general questions pertaining to the City Clerk’s

Department and addresses issues within the scope of authority and responsibility assigned. Refers complex or confidential issues to appropriate supervisor.

16. In the absence of the Clerk may be required to attend evening meetings, record and

transcribe minutes and perform other similar duties.

17. Performs all other duties as required. MINIMUM QUALIFICATIONS AND REQUIRED KNOWLEDGE, SKILLS, ABILITIES:The requirements listed below are representative of the minimum qualifications, knowledge, skills, and abilities required to successfully perform the essential functions of the position. • High school graduation (or GED) supplemented by courses in business practices and office

procedures; considerable experience in a municipal clerk’s office; or any equivalent combination of training and experience that provides the following knowledge, abilities, and skills and/or Certification as a Municipal Clerk.

• Certification as an Elections Inspector and Election Officials Accreditation.


•

•

•

Certification as a Notary Public. • Knowledge of the organization and operation of City government including the City Charter

and City Ordinances. • Knowledge of election laws and recordkeeping • Knowledge of laws and regulations governing the official duties of City Clerk

Skill in using a variety of office equipment including personal computer, calculator, typewriter, photocopier, facsimile and postage machine.

Ability to type with precision, utilize standard word processing software and spreadsheet software and proofread for accuracy.

• Ability to distinguish confidential material and apply department standards for security and

privacy.

• Ability to record and transcribe minutes of various Boards and Commissions and perform other similar duties.

• Ability to communicate, orally and in writing. • Ability to work constructively with others and the general public. • Ability to prepare and maintain a wide variety of records and reports according to accepted

standards. • Ability to communicate, understand and follow written and oral English instructions, and

exercise diplomacy in contentious situations. • Ability to work effectively under stress and with changing work priorities. PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: The physical demands and work environment 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 job. An employee in this position spends the majority of their time in an office setting with a controlled climate where they sit and work on a computer for extended periods of time, communicate in person or on the telephone and move around the office to assist visitors, file and complete other administrative duties.


CITY OF BIG RAPIDS JOB DESCRIPTION

DEPUTY CITY CLERK

Supervised By: City Clerk/Human Resource Manager Supervises: Trains and assigns work to part-time/work-study employees assigned to

the Department. Position Summary: Under the supervision of the City Clerk/Human Resources Manager, provides specialized clerical and secretarial work in support of the activities of the Clerk’s Office. Maintains voter registrations, administers permits and licenses, assists in the conduct of all elections and assists in the preparation of meeting agendas and materials. 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. Oversees and participates in the registration of voters. Registers new voters, records

changes of address, cancels voter registrations and maintains related records. Assists with recording, distributing, and filing absentee ballots. Issues voter registration cards and voter registration changes. Operates the Statewide Qualified Voter File software to maintain voter information.

2. Assists in the conduct of all elections held in the City in accordance with Federal, State,

and local laws. Prepares legal notices, processes absentee ballots and tests and trouble shoots voting equipment. Orders election supplies, and assist in the training of election workers.

3. Assists the City Clerk in the safe keeping and management of all City records and

documents. Maintains a comprehensive and complex filing and records retention system. Addresses FOIA requests as necessary.

4. Assists in arranging and preparing meeting agendas, meeting materials and minutes for

the City Commission. Serves as official proceedings recorder for the City Commission in the City Clerk’s absence.

5. Serves as backup secretary and official proceedings recorder for the Plan Board and

Zoning Board of Appeals. 6. Prepares various documents and materials including correspondence, legal notices,

proclamations, resolutions, reports, publications, and ordinances. Performs research, analyzes and interprets laws, ordinances and records, and prepares standard and special reports as requested.

7. Oversees the issuance and registration of permits and licenses in accordance with City

Deputy City Clerk 2

ordinances and other regulations. Maintains records, tracks renewals, and ensures compliance with regulations. Does required background checks as necessary.

8. Administers Oaths of Office to elected and appointed officials, Board members and

employees as required. 9. Assists in the operation of the Clerk’s Office. Performs the duties of the City Clerk in the

Clerk’s absence. Provides back up to other Clerk’s Office employees. Assists Department heads and the general public in matters pertaining to the City Clerk’s Office.

10. Trains and assigns work to part-time and/or work-study employees as assigned by the

City Clerk. 11. Provide Notary Public service. 12. Receive citizen complaints, provide assistance and/or direct them to appropriate department and/or individual. 13, Assists in planning, organizing, and setup of employee recognition events and Boards and Commissions recognition dinner. 14. Performs related work as required. Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. Requirements include the following: • A high school diploma with additional training in office management, secretarial science

or a related field. An Associate’s Degree in business or a related field is desired. • Two years experience as a secretary or office assistant, preferably in a municipal

setting. • Certification as a Notary Public. A Michigan vehicle operator’s license. • Knowledge of the laws, ordinances and related legislation governing elections, voter

registration record keeping, and access to public information. • Knowledge of the modern office procedures and the rules of public meeting conduct. • Skill in maintaining complex public and confidential records systems according to

statutory requirements, conducting research and preparing comprehensive and accurate reports.

• Skill in the use of office equipment and technology, including computers and related

software, election equipment and the ability to master new technologies.

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• Ability to effectively communicate ideas and concepts orally and in writing. • Ability to establish and maintain effective working relationships and use good judgement,

initiative and resourcefulness when dealing with the public, elected officials, and other employees.

• Ability to understand and follow complex instructions, manage multiple tasks and work

effectively under stress and with interruptions, within deadlines and with changes in work priority.

• Ability to work at times other than regular business hours and to travel to other locations. • Ability to prepare accurate written reports and records and compose minutes and

correspondence. 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 is regularly required to communicate with others in person and on the telephone. The employee is frequently required to review and produce written and electronic documents. The employee must regularly lift and/or move items of light weight and may occasionally lift and/or move items of moderate weight. The employee is occasionally required to travel to other locations within and outside of the City. The employee is frequently required to attend meetings, make presentations, and to take and transcribe meeting minutes. While performing the duties of this job, the employee regularly works in a business office setting and occasionally works in various polling locations throughout the City. The noise level in the work environment is usually quiet. July, 2005 Revised Augsut, 2006

CITY OF EAST TAWAS JOB DESCRIPTION

DEPUTY CITY CLERK/TREASURER

Supervised by: City Clerk/Treasurer Supervises: No supervisory responsibility Position Summary: Under the direct supervision of the City Clerk/Treasurer and partial supervision of the City Manager, performs a wide range of clerical and administrative support functions for the Clerk/Treasurer’s office and water and sewer department. Maintains accurate files and public records, oversees the utility billing process, assists in tax preparation and collections, and participates in the organization and conduct of elections. Performs the work of the City Clerk/Treasurer as delegated or in that official’s absence. 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. Assists in conducting elections, including assembling and disassembling election







assistance to customers including handling customer complaints. Prepares and processes correspondence, records, documents, reports, and information requests. Types, performs data entry and financial tasks, maintains a complex filing system and completes clerical projects as assigned. Screens and directs telephone calls and visitors to City Hall.

5. Assists in balancing cash drawers and troubleshoot imbalances. Reconciles bank



6. Oversees the Water and Sewer Department. Administers the monthly utility billing process. Enters meter readings, generates reports and audits for accuracy. Identifies unusual usage patterns and orders re-reads. Prepares, prints and mails monthly water bills. Receipts and enters payments and deposits and transfers funds.


established procedures. Orders shut-offs and prepares delinquent list for tax roll as necessary.



9. Maintains use records and reports for HSRUA entities. 10. Works closely with the Department of Public Works for public and customer notification of



12. Maintains and updates fixed assets databases for City assets including water and sewer. 13. Provides computer support. Maintains and updates the City website as well as follow up

on any internet correspondence. 14. Maintains cemetery records including lot sales, burial permits, marking graves and contact

with funeral homes. 15. Receives cross training and performs the duties of other front office staff as operational

needs demand. 16. Performs related work as required. Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation. Requirements include the following: • An Associate degree in accounting, public administration or a related field. • Three or more years experience in bookkeeping, accounting, or other financial-based

clerical duties.


• Knowledge of modern office procedures and practices and skill in application. • Knowledge of election laws, voter registration and records management. • Knowledge of the City Charter, related ordinances, and the policies, procedures, and

regulations governing municipal government. • Knowledge of the organization, structure, operations and procedures of municipal

government and the functions of various departments to effectively assist the public. • Skill in preparing, maintaining, and updating records and documents and compiling and









within deadlines and changes in work priorities. 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. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation. While performing the duties of this job, the employee is regularly in a business office setting where he or she is regularly required to sit and occasionally required to exercise limited mobility.


The employee is regularly required to talk, hear, read and interpret documents and correspondence and view and produce written and electronic documents. The employee is also required to use manual dexterity to type or write, and communicate with others in person and on the telephone and to use hands to finger, handle or feel and reach with hands and arms. The employee must occasionally lift and/or move light-weight to moderately-heavy items. The noise level in the work environment is usually quiet to moderate.

CITY OF LESLIE JOB DESCRIPTION

DEPUTY CLERK/TREASURER

Supervised by: City Clerk and City Finance Director/Treasurer Supervises: No supervisory responsibility Position Summary: Under the direct supervision of the City Clerk and the City Finance Director/Treasurer and partial supervision of the City Manager, performs a wide range of clerical and administrative support functions for the Clerk’s office and the Finance Director/Treasurer’s office as well as the water and sewer department. Maintains accurate files and public records, oversees the utility billing process, assists in tax preparation and collections, and participates in the organization and conduct of elections. Performs the work of the City Clerk and/or the City Finance Director/Treasurer as delegated or in that official’s absence. 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. Assists in conducting elections, including assembling and disassembling election







assistance to customers including handling customer complaints. Prepares and processes correspondence, records, documents, reports, and information requests. Types, performs data entry and financial tasks, maintains a complex filing system and completes clerical projects as assigned. Screens and directs telephone calls and visitors to City Offices.

5. Assists in balancing cash drawers and troubleshooting imbalances. Reconciles bank



6. Oversees the Water and Sewer Department. Administers the quarterly utility billing process. Generates reports and audits for accuracy. Prepares, prints and mails quarterly water/sewer bills. Receipts and enters payments and deposits and performs file maintenance on accounts.


established procedures. Orders shut-offs and prepares appropriate documentation and account maintenance.



9. Works closely with the Department of Public Works for public and customer notification of



11. Provides computer support. Helps maintain and update the City website as well as follow

up on any internet correspondence. 12. Helps maintain cemetery records including lot sales, burial permits, marking graves and

contact with funeral homes. 13. Performs related work as required. Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation. Requirements include the following: • An Associate degree in accounting, public administration or a related field desirable. • Three or more years experience in bookkeeping, accounting, or other financial-based

clerical duties. • Knowledge of modern office procedures and practices and skill in application. • Knowledge of election laws, voter registration and records management. • Knowledge of the City Charter, related ordinances, and the policies, procedures, and

regulations governing municipal government.


• Knowledge of the organization, structure, operations and procedures of municipal government and the functions of various departments to effectively assist the public.

• Skill in preparing, maintaining, and updating records and documents and compiling and









within deadlines and changes in work priorities. 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. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation. While performing the duties of this job, the employee is regularly in a business office setting where he or she is regularly required to sit and occasionally required to exercise limited mobility. The employee is regularly required to talk, hear, read and interpret documents and correspondence and view and produce written and electronic documents. The employee is also required to use manual dexterity to type or write, and communicate with others in person and on the telephone and to use hands to finger, handle or feel and reach with hands and arms. The employee must occasionally lift and/or move light-weight to moderately-heavy items. The noise level in the work environment is usually quiet to moderate.

CITY OF EAST JORDAN Job Description

Deputy Clerk

Supervised by: City Clerk Supervises: No supervisory responsibility Position Summary: Under the direct supervision of the City Clerk and with some assignments from the City Treasurer, performs a variety of routine and complex accounting and clerical tasks in administration of the Clerk/Treasurer's department. 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. Receives payments at the counter and via the mail. Receipts payments into computer;

properly credits accounts for payments received. 2. Prepares daily bank deposits. Makes deposits at bank as required. 3. Receives and directs phone calls and visitors to City Hall. Provides information to the public

regarding City charges, services and policies. 4. Updates and maintains voter registrations. 5. Assists with the processing of utility and tax billings. 6. Composes, types and edits a variety of correspondence. Utilizes word processing software to

develop City publications. 7. Attends City Commission or Board meetings as assigned. Records minutes, prepares

agendas and maintains records. 8. Provides clerical support to other City departments as needed. 9. Occasionally assists with preparation of City payroll as assigned. 10. Occasionally assists with processing accounts payable as assigned. 11. Assumes the duties of the City Clerk in that person's absence. 12. Performs related work as required.

Deputy Clerk, continued Desirable Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. !Basic knowledge of accounting principles and practices. !Knowledge of office practices and business English and grammar. !Skill in the use of modern office equipment including computerized word processing programs. !Skill in using computerized financial management software. !Skill in maintaining and updating records and documents. !Ability to establish effective working relationships and use good judgement, initiative and

resourcefulness when dealing with citizens, City officials, and other employees. !Ability to maintain records and record meeting minutes. !Ability to effectively communicate and present ideas and concepts orally and in writing. !Ability to work effectively under stress and changes in work priorities. !Ability to attend meetings scheduled at night or at times other than regular business hours. !Ability to perform arithmetic computations accurately and quickly. !Education requirements include a high school diploma with some college-level course work in

office management, accounting or related field, or equivalent. Experience requirements include a minimum of one year of accounting or bookkeeping and secretarial experience.

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 is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms, and travel to other locations. The employee must regularly lift and/or move items of light weight. Specific vision abilities required by this job include close vision, and ability to adjust focus. While performing the duties of this job, the employee regularly works in a business office setting. The noise level in the work environment is usually quiet to moderate. December 2004 (DEPCLERK)

Park Township Job Description

Job Title: Deputy Clerk Department: Reports To: Township Manager/Township Clerk FLSA Status: Non-Exempt Prepared By: Daniele Dykens Prepared Date: December 2007 Approved By: Approved Date: Summary: Coordinates the day-to-day operations of the Clerk’s office. Provides policy and program support to the Clerk. Provides support for all elections. Represents the Clerk to constituents, outside agencies, and governmental units, and serves as the Clerk in that person’s absence. Maintains confidentiality of sensitive or personal information. Essential Duties and Responsibilities include the following. Other duties may be assigned.

1. Participates in regular meetings with the Clerk to discuss status of current activities, reports, and upcoming projects.

2. Facilitates the interface of the Clerk’s office with constituents, other departments, elected officials, various boards and commissions, community groups, outside agencies, and governmental units.

3. Manages and coordinates the election process for all elections within the Township. Duties include staffing precincts, ordering ballots and supplies, setting up election equipment, communicating with political parties to ensuring accuracy of ballots, serve as elections liaison for the County.

4. Interprets and applies policies of the Clerk and/or the Township Board. 5. Researches issues, problems, and laws. Conducts analysis, writes reports, and recommends

actions, and resolutions. 6. Maintains data in Qualified Voter File and information concerning voting district changes and

election law. Tracks new features, rules, and laws. 7. Creates, restructures, organizes, and maintains departmental databases and records. 8. Researches various costs and compiles and prepares budget estimates. Searches for ways to

reduce costs and implements related programs. Assists the clerk in establishing contracts with vendors and participates in the RFP process.

9. Receives, prioritizes, and assists in processing Freedom Of Information Act and OMA requests. Tracks changes in related laws and ensures departmental compliance.

10. Ensures departmental compliance with all statutory requirements of the Clerk’s office. 11. May serve as recording secretary for Board meetings. 12. Processes all accounts payable and payroll for the Township. 13. Performs a variety of month-end duties including processing payroll taxes and preparation of

month-end department and board reports. 14. Process quarterly retirement payments; assure the reliability of state and federal withholding

taxes.

15. Responsible for quarterly tax filings. 16. Participate in the annual fiscal audit (A/P) and workman’s compensation audit. 17. Performs other duties including special projects as requested to ensure efficient operations of

the Clerk’s office. Supervisory Responsibilities: Supervises election assistants and election inspectors during any election conducted in the Township. Competency: To perform the job successfully, an individual should demonstrate the following competencies: Analytical

• Synthesizes complex or diverse information; • Collects and researches data; • Uses intuition and experience to complement data.

Planning and Organization • Independently plans, organizes, and schedules work; • Pays close attention to details.

Interpersonal Skills—Communication and interpersonal skills to deal effectively with Township office staff at all levels, property owners, State and local government representatives, builders, contractors, and the general public.

• Focuses on solving conflict, not blaming; • Listens to others without interrupting; • Keeps emotions under control; • Remains open to others' ideas and tries new things.

Oral Communication • Listens and gets clarification; • Responds well to questions.

Written Communication • Able to read and interpret written information.

Judgment • Displays willingness to make decisions; • Exhibits sound and accurate judgment; • Includes appropriate people in decision-making process; • Makes timely decisions.

Professionalism • Approaches others in a tactful manner; • Reacts well under pressure; • Treats others with respect and consideration regardless of their status or position; • Accepts responsibility for own actions; • Follows through on commitments.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: A bachelor’s degree or the equivalent in public administration or a related field is preferred. Knowledge of the structure, policies, procedures, and regulations of township or municipal government is preferred. Must maintain County certification to work in a polling location. Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to interact successfully with representatives of various professionals, property owners and the general public as well as Township office staff at all levels; requires dealing with unpleasant contacts occasionally. Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to interpret comprehend and process detail data and information. Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Skill in managing and utilizing complex reports to formulate policy and service recommendations. Computer Skills: Use of Microsoft Office and the Internet is required on a regular basis. Use of Peachtree Accounting for accounting and payroll purposes is required. Other Requirements: A valid Michigan Vehicle Operator’s license to enable travel throughout the Township as required. Registration as a Public Notary or ability to obtain upon hire is preferred. Must be bondable. Physical Demands and Work Environment: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this 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 is regularly required to talk, hear and view and create written documents. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move items of up to 60 pounds. While performing the duties of this job, the employee typically works in a business office setting. The noise level in the work environment is usually quiet.

jddeputyclerk.doc Draft date: 9/06

PERE MARQUETTE CHARTER TOWNSHIP JOB DESCRIPTION

Deputy Clerk A. Summary: Primarily assists in the Office of the Clerk B. Typical Duties and Specific Responsibilities: Review invoices for accuracy, enter and balance invoices, prepare list of invoices for monthly Board

approval, prepare and process checks Review time slips for accuracy, prepare payroll checks, complete payroll reporting functions, maintain

payroll withholding records Assist with management of employee benefits such as pension, deferred compensation, hospitalization, life

insurance Assist with year-ending accounting and payroll functions and preparation for audit Assist with budget preparation and evaluation Maintain and keep current list of fixed assets by location for accounting and insurance purposes Assist with voter registration and elections Organize and maintain files and records Attend Township Board meetings in the absence of the Clerk and take minutes Assist with constituent questions and requests Assist with miscellaneous jobs generated through the Clerk’s office as well as work as a team member to

provide assistance to other departments from time to time C. Educational Requirements: Associate’s Degree in Accounting, or equivalent experience acceptable to the Clerk D. Skills and Experiential Requirements: Must be familiar with computers and the internet, and capable of learning accounting/payroll, and voter

registration software utilized by the Township Must be able to communicate effectively, both written and oral, and to effectively record minutes of

meetings Must be able to organize files and information competently for efficient retrieval Must be able to manage a wide variety of tasks simultaneously Must be capable of paying attention to detail, seeking accuracy in the execution of duties Must be able to communicate with and assist constituents and others in a friendly manner E. Physical Requirements. Able to sit for extended periods of time Able to pass a thorough health physical, administered after a conditional offer of employment has been made Able to lift up to 30 pounds F. Other Requirements: Able to qualify for a surety bond State of Michigan driver’s license and a driving record which is acceptable to the Township Willing to attend educational training to improve job skills G. Supervision: Receives direction from the Clerk on specific duties performed as part of the office H. Compensation: Commensurate with education, skills, continued training and experience

Duties of a Deputy Village Clerk The office of deputy clerk is an important one, dealing with vital areas of village operation: Clerk for Office:

1. Help to keep up on the filing of minutes, bills and paid invoices. 2. If the Clerk is gone from a meeting requiring that minutes be taken, then Deputy Clerk is

expected to be available. 3. Also keep the Ordinances and Zoning up to date. 4. Assist the Clerk in organizing the accounts payable in a file and if payment needed

immediately, submit disbursement to treasurer. 5. Accept payments of funds due the Village. 6. Collecting payment of water/sewer accounts

Clerk for DPW:

1. Be able to input data in the Water/Sewer Book’s, Monthly Reports 2. Filing 3. Help with mowing and trimming 4. Help with small maintenance jobs like, painting, clean bathrooms and office.

Hours of service: The deputy clerk would cover the village office on Mondays 8am to 3:30pm and on Friday afternoons 1pm to 5pm. When the Clerk takes a day off or a vacation the Deputy Clerk is to cover the office for that time. The Deputy Clerk is also to be at the Village Garage office on Wednesdays, from 8am to 3pm. This position pays $8.00 per hour to be paid weekly or monthly which ever the appointee prefers. If a regular work day falls on a particular holiday then they can work another day that week or have that day off. Another important issue is confidentiality. You cannot discuss or disclose information about our Village unless you are authorized. We have a FOIA officer who handles information requests. If you have any questions about a situation, ask the Clerk. We have never had a problem on this issue. Let’s keep it that way.

The Village of Vermontville is an at will employer. You have the same right to terminate your employment with the Village of Vermontville at will, which means you can terminate your employment at any time, with or without cause and with or without notice. We too reserve the same right. That right is important for everyone and will not be changed.

This agreement is entered into on ___________________, 2008. _______________________________ ________________________________ Monte O’Dell-DPW Supervisor Shirley Harmon-Clerk _______________________________ Employee

jddeputyclerk.doc Draft date: 9/06

PERE MARQUETTE CHARTER TOWNSHIP JOB DESCRIPTION

Deputy Clerk A. Summary: Primarily assists in the Office of the Clerk B. Typical Duties and Specific Responsibilities: Review invoices for accuracy, enter and balance invoices, prepare list of invoices for monthly Board

approval, prepare and process checks Review time slips for accuracy, prepare payroll checks, complete payroll reporting functions, maintain

payroll withholding records Assist with management of employee benefits such as pension, deferred compensation, hospitalization, life

insurance Assist with year-ending accounting and payroll functions and preparation for audit Assist with budget preparation and evaluation Maintain and keep current list of fixed assets by location for accounting and insurance purposes Assist with voter registration and elections Organize and maintain files and records Attend Township Board meetings in the absence of the Clerk and take minutes Assist with constituent questions and requests Assist with miscellaneous jobs generated through the Clerk’s office as well as work as a team member to

provide assistance to other departments from time to time C. Educational Requirements: Associate’s Degree in Accounting, or equivalent experience acceptable to the Clerk D. Skills and Experiential Requirements: Must be familiar with computers and the internet, and capable of learning accounting/payroll, and voter

registration software utilized by the Township Must be able to communicate effectively, both written and oral, and to effectively record minutes of

meetings Must be able to organize files and information competently for efficient retrieval Must be able to manage a wide variety of tasks simultaneously Must be capable of paying attention to detail, seeking accuracy in the execution of duties Must be able to communicate with and assist constituents and others in a friendly manner E. Physical Requirements. Able to sit for extended periods of time Able to pass a thorough health physical, administered after a conditional offer of employment has been made Able to lift up to 30 pounds F. Other Requirements: Able to qualify for a surety bond State of Michigan driver’s license and a driving record which is acceptable to the Township Willing to attend educational training to improve job skills G. Supervision: Receives direction from the Clerk on specific duties performed as part of the office H. Compensation: Commensurate with education, skills, continued training and experience

CITY OF BERKLEY JOB DESCRIPTION

DEPUTY CITY CLERK

Supervised By: City Clerk Supervises: Clerical staff as directed Position Summary: Under the supervision of the City Clerk, performs a wide range of clerical and administrative support functions for the Clerk's office. Maintains accurate files and public records, registers voters and updates voter records, and conducts elections. Performs the work of the City Clerk as delegated or, if directed, in that official’s absence. Transcribes minutes and performs other administrative and clerical duties as directed. 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. Assists in conducting elections, including assembling and disassembling election

equipment, training personnel and volunteers and recording results. Publishes and posts all election information.

2. Registers new voters, records changes of address, cancels voter registrations and

maintains related records. Assists with recording, distributing and filing absentee ballots. Issues voter registration cards as voter registration changes. Utilizes the State-wide Qualified Voter File software to maintain voter information.

3. Answers phones, responds to walk-in and mail inquiries and otherwise assists the general

public. Provides information or refers requests to the appropriate department or individual.

4. Assists in arranging and preparing meeting agendas and meeting materials for the City

Council, and other boards and committees. Transcribes minutes for City Council meetings. Attends Council meetings as required..

5. Prepares, publishes and/or posts all public notices, including City Council and other

board and committee work sessions and regular meetings, public hearings, election results, ordinances and special assessments.

6. Records, indexes and files ordinances and other City documents. Maintains records of all

minutes, ordinances, resolutions, deeds, easements and agreements/contracts. Files deeds and easements with the County.

Deputy City Clerk 2

7. Assists in all facets of day-to-day treasury operations. Handles the counter, receipts

money, processes deposits, reconciles drawer, and prepares deposits if so instructed. 8. Conducts and compiles research for City Council, City departments and in response to

public requests. 9. Notarizes resolutions, ordinances and other documents in accordance with applicable

guidelines and regulations. 10. Prepares and processes correspondence, records, documents, reports, and information

requests. Types, performs data entry, maintains a complex filing system and completes clerical projects as assigned.

11. Attends night meetings, as required, and assumes the duties of the City Clerk, in the

Clerk’s absence. 12. Performs related work as required. Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. Requirements include the following: • An Associate’s degree in business, communications or a related field or an equivalent

level of training and experience. • Two years of related experience, preferably in a municipal setting. • Ability to earn a Notary Public certification within one year of employment. • Knowledge of modern office procedures and practices, and skill in applying them. • Knowledge of election laws, voter registration and records management. • Knowledge of the City Charter, related ordinances, and the policies, procedures, and

regulations governing municipal government. • Basic knowledge of the structure of municipal government and the functions of various

departments. • Skill in preparing, maintaining, and updating records and documents.

Deputy City Clerk 3

• Skill in operating basic office equipment including transcription and recording equipment and computers with word processing, spreadsheet and database software.

• Ability to establish effective working relationships and use good judgment, initiative and

resourcefulness when dealing with other employees, elected officials, and the public. • Ability to train and supervise personnel and volunteers involved with elections. • Ability to understand and follow complex oral and written instructions, prioritize

demands, and work independently. • Ability to maintain attention to detail and work effectively under stress and changes in

work priorities. • Ability to record and transcribe meeting minutes and type with accuracy. 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 is regularly required to talk and hear. While performing the duties of this job, the employee is regularly required to communicate with others and view and produce written documents. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee must occasionally lift and/or move items of light weight. While performing the duties of this job, the employee regularly works in a business office setting but is also required to work in the field occasionally and may be required to attend meetings after standard business hours. The noise level in the work environment is usually quiet.

CITY OF SAGINAW POSITION DESCRIPTION

Class Code: 0175.2 APPROVED: Position: Risk Manager/Deputy City Clerk Incumbent: ___________________________ Department: General Government Incumbent Division: Office of the City Clerk Prepared by: bcc ___________________________ Date: January, 2004 Department Head Position Purpose The Deputy City Clerk provides administrative support through supervision of support staff, the Service Room operation, performs risk management responsibilities for the City and acts as the City Clerk’s official designee. Is the centralizing source of information for the City Clerk operations and risk management function. Position In Organization This position reports directly to the City Clerk. Major Duties 1. Provides assistance with and/or directly handles City Clerk operations in the following areas:

a. Supervision of staff to include organization/priority of workflow, coordinate activities, give direction/recommendation for any necessary corrective/disciplinary action, provide input in performance evaluations.

b. Election administration and implementation. c. Record keeping as it relates to Council minutes, contracts/agreements, petitions, ordinances,

and other miscellaneous documents. d. Create, maintain and work with specialized files (i.e. tax abatements, Civil Service

Commission, personnel, etc.) e. Evaluate office functions, procedures or special projects, and make recommendation

regarding course of action. 2. Performs the following risk management responsibilities jointly with internal and external resources:

a. Acts as initial point of contact relating to risk management administration and is liaison between City’s insurance company and City.

b. Plans and administers risk management to include obtaining insurance coverage, evaluation of coverage amounts, deductibles and claims, accident/incident investigation, follow-up of proper paperwork for claims, monitoring insurance programs to control risk and losses, analyzing and classifying risks (frequency and potential severity) and measuring financial impact.

c. Oversee risk management in area of property and casualty to include final review of insurance language in contracts, leases, insurance certificates and policies, pay claims where there is no dispute and refer to the Legal Department all claims that become lawsuits.

d. Handle risk management with regards to losses of City property. 3. Assists with preparation of budgets administered by the Office of City Clerk.

Major Duties (continued) 4. Acts as authorized representative and official designee of the City Clerk in his/her absence, attends

Council meetings and performs all duties related thereto. 5. Performs miscellaneous related duties included but not limited to correspondence, research,

reports, and the City of Saginaw Code of Ordinances. Know-How 1. College degree in business administration or related field or equivalent work experience. 2. Office setting experience providing administrative support services (minimum of 5 years). 3. Experience in planning/administering a risk management program in a governmental setting

(minimum of 1 year) with general liability expertise preferred. 4. Supervisory experience in coordinating staff and functions. 5. Possession of excellent oral/written communication and public relations skills. 6. Experience in dealing professionally with people of all economic and social backgrounds and ability

to interact with City operations, insurance companies, and other related agencies as required. 7. Possession of logic and analytical skills. 8. Must have proven experience utilizing computer software such as Microsoft Word, Excel, Access,

PowerPoint or related programs. 9. Knowledge of accounting and experience in budgeting processes highly desirable. 10. Willingness to obtain or possession of a Certified Municipal Clerk accreditation is highly desirable. Problem Solving 1. Determines workflow priorities and distributes in an equitable fashion; assists office and Service

Room personnel accordingly. 2. Knowledgeable of processes and procedures performed by the Clerk in efforts to assist with timely

and accurate completion of tasks. 3. Problem resolution of cost containment of insurances, evaluating number of claims, claim costs, and

insurance purchases. 4. Assures administration of elections through adequate staffing and assistance in implementation of

election requirements. 5. Responsible for interpretation of collective bargaining agreements for staff. Accountability 1. Ensures administrative assignments are completed according to established practice. 2. Supervises support staff to provide efficient and effective delivery of services. 3. Ensures proper functioning of the City Clerk operations when acting as City Clerk. 4. Provides a central risk management contact for the City through vendor selection, claims and cost

containment management/evaluation, and as final review of property and casualty insurance related matters.

Supervisory Requirements Supervises activities of all staff and advises on work related issues when necessary. Assists employees on policies and procedures. Gives direction to temporary employees with special projects. Make recommendations on corrective/disciplinary action in accordance with applicable collective bargaining agreements for departmental staff. Physical Demands As necessitated by the job functions. Special Reports As requested/required

Documents

Job Description FLSA Status · 2019-09-02 · Peachtree Accounting for accounting and payroll purposes is required. ... collects and posts payments and generates reports. ... records,