Villageof Stockbridge
Position Description
Position:Village Clerk
Job Class:Unclassified
Department:Village Office
Location:Village Office
Date:October 19, 2012
General Statement of Duties: In accordance with Section 64.5, 64.6, 64.7, and 64.8 of the Village Charter the Clerk:
Shall keep the corporate seal and all documents, official bonds, papers, files and records of the Village.
Shall be the council’s clerical officer and shall attend all regular and special meetings, and keep record of all the proceedings and resolutions of the council and shall record, or cause to be recorded, all ordinances of the village.
Shall countersign and register all licenses granted; and shall when required, make and certify, under the seal of the village, copies of all the papers and records filed and kept in the village office.
Shall have the power to administer all oaths required by law, the charter, or the Village Ordinance.
Shall be the general accountant of the village and shall report all claims against the village, with accompanying vouchers and counter-claims of the village, and a true balance as found by the clerk, to the council for allowance and when allowed draw a warrant upon the treasurer for the payment thereof, designating thereon the fund from which payment is to be made.
Shall when any tax or money shall be levied, raised, or appropriated, the clerk shall report the amount thereof to the Village Treasurer, stating the objects and funds for which it is levied, raised, or appropriated, and the amounts thereof to be credited to each fund.
Shall have charge of all books, vouchers, and documents relating to the accounts, contracts, debts and revenues of the village, shall countersign and register all bonds issued, and keep a list of all property and effects belonging to the village and of all its debts and liabilities.
Shall keep a complete set of books, exhibiting the financial condition of the village in all its departments, funds, resources and liabilities, with proper classification thereof, and showing the purpose for which each fund was raised.
Shall keep an account with the treasurer, in which the clerk shall charge the treasurer with all monies received for each of the several funds of the village and credit the treasurer with all warrants drawn thereon, keeping an account with each fund.
The clerk shall report to the council, whenever required, a detailed statement of the receipts, expenditures, and financial condition of the village, of the debts to be paid, and monies necessary to meet the estimated expenses to the village.
The village clerk cannot delegate any of the above duties to any other party without prior approval of the village manager.
Duties assigned to the Village Clerk
Supervision received: Work is performed under the direction of the Village President.
Typical examples of work: A person in this position may be called upon to do any or all of the following. (These examples do not include the entire task which the clerk may be expected to perform.)
Shall give the proper village officials ample notice of expiration or termination of any official bonds, franchise, contracts or agreements.
Initiate and maintain sales and interment records for OaklawnCemetery in accordance with existing cemetery regulations.
Issue all other permits required by various ordinances.
Secures publication of required legal notices concerning amendments to ordinances, public hearing, rezoning, public improvements, and so forth.
Prepare quarterly utility billing statements.
Prepare bi-weekly payroll.
Desirable Qualifications
The Village clerk is an appointed position. “The Clerk is appointed by the Village President and confirmed by the Village Council for a two year term.
Knowledge of basic accounting procedures and practices and skill in applying them in the maintenance of Village financial records.
Knowledge of office management procedures and practices and skill in applying them in conducting the official village clerk operations.
Knowledge of the laws, ordinances and rules governing the operations of the Village Clerks office and skill in conducting assignments and responsibilities in conformity with such regulations.
Skill in establishing and maintaining effective working relationships with public officials, employee and the general public.
Considerable experience performing responsible bookkeeping and cashiering work using electronic data processing methods, preferably in a public agency.
Special Requirements
Valid State of Michigan Drivers License
Notary Public
BS&A SoftwareKnowledgeable
Tools and Equipment used
Telephone; personal computer including word processing and specialized software; typewriter; scanner; copy machine; fax machine; calculator.
Physical Demands
The physical demands 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 frequently required to walk, sit, stand talk or hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools, or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those and employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the Village and the employee and is subject to change by the employer as the needs of the Village and requirements of the job change.