Deputy Clerk Treasurer for the Village of Monticello Wisconsin
$17,000 – $20,000 a year – Part-time

JOB DETAILS

Salary: $17,000 – $20,000 a year

Job Type: Part-time

Qualifications

  • US work authorization (Required)
  • GAAP: 2 years (Preferred)
  • Payroll: 2 years (Preferred)

 

FULL JOB DESCRIPTION

Position: Deputy Clerk-Treasurer Reports to: Village President, Village Trustees

Employment Category: Part-Time

General Nature of Responsibilities:

Under the direction of the Village President and Village Board, this position performs a wide range of routine and difficult to complex administrative functions including, but not limited to election administration, records management, drafting and composing meeting minutes and resolutions, reporting financial matters to the Finance Committee, servicing the public, and budgeting. The individual is expected to exercise independent judgment and work with minimal supervision; but seek direction, on occasion on substantive matters related to administration of municipal policies, programs, and services. The primary purpose of the Deputy Clerk-Treasurer is to assist with the enhancement of the administrative functions within the village.

Essential Skills, Knowledge, and Abilities

  • Skilled in use of computer, keyboarding, calculator, fax and other office machines.
  • Skilled in use of the English language.
  • Knowledge of governmental accounting and office software applications.
  • Ability to prepare and interpret financial statements, reports, maps, and charts.
  • Ability to interpret state laws, administrative codes and municipal ordinances.
  • Skilled in oral and written communication.
  • Ability to establish and maintain effective working and public relationships with a wide variety of individuals in difficult settings.
  • Ability to prepare and maintain accurate records and to prepare a variety of reports as required or requested.
  • Must possess excellent time management skills.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

General:

  • Sign up citizens for Park/Rec programs and community events.
  • Duties and responsibilities enumerated in Wisconsin State Statue 61.25 and 61.26.
  • General understanding of Highland Cemetery, maintain records, collect fees, schedule grave openings and monument markings, and working with families and funeral homes.
  • Works with and supports other village staff.
  • Sends notices of and Board action to all affected individuals or businesses.
  • Maintains confidentiality, custody, and care of all Village papers, records, and correspondence.
  • Maintains routine day to day operations of Village Clerk’s office.
  • Provides professional advice and input to Village Board Trustees upon request.
  • Serves as a liaison between the general public and elected officials.
  • Develops and recommends techniques, policies, and procedures for maintaining optimum governance and efficiency in transacting the affairs of local government.
  • Disperses Work permits.

Payroll:

  • Oversees semi-monthly payroll preparation.
  • Issues payroll vouchers and makes payments as required by law to all tax and fringe benefits accounts.
  • Keeps accurate personnel information concerning hours, vacation hours, and personal hours.
  • Oversees preparation of payments to State, Federal, Insurance, and Retirement accounts as prescribed by law.
  • Maintains accurate employee deduction records and required documentation.
  • Oversees preparation of all year-end payroll reports including W-2, W-3, 1099 and reporting to State and Federal agencies.
  • Serves as the office agent, in conjunction with the Village President, for the Village retirement fund program.

Accounting:

  • Responsible for all accounting functions including journals, ledgers, and required reports per GAAP (General Accepted Accounting Principles), the Public Service Commission, and other regulatory agencies.
  • Verifies invoices and oversees preparation of vouchers and compares all bills and receipts to budget accounts.
  • Oversees preparation of monthly water billings and related accounting transactions.
  • Assists Village Auditor with preparation of year end fiscal reporting to the Department of Revenue, Transportation and Public Service Commission.
  • Analyses special projects, revenue, and expense accounts, and makes progress reports as requested.
  • Maintains all accounting records and supporting documentation.
  • Ability to operate the program the Village uses for utility billing (Galaxy) and payroll (Workhorse).

Licenses:

  • Assists and supports the issuance of municipal licenses and permits, including animal, liquor, and various regulatory licenses as assigned in accordance with applicable Village Ordinances and other regulations.

Elections:

  • Assists clerk with duties as needed.

Debt:

  • Maintains accurate records of all Village indebtedness.
  • Maintains debt services, payment schedules, and makes payments when due.
  • Recommends, prepares, and secures funding options for anticipated capital projects.

Other Duties and Responsibilities:

  • Represents the Village in dealing with other governmental bodies, as directed by the Village President and Board Trustees, i.e. Federal, State, County as well as promote goodwill and public relations (customer service) between the Village and the public.
  • Keeps the Village President and Board Trustees informed of changes, opportunities, and problems of a developmental, operational, financial nature of plans, and recommendations for appropriate opportunities.
  • Maintains Federal and State revenue programs on behalf of the Village.
  • Assists and supports President, Board Trustees, Department Heads, and all employees with information or reports as requested.
  • Assists Village Building Inspector in determining compliance of all building permits issued to established State and Village building and zoning codes.
  • Perform other duties and responsibilities as maybe requested by the Village President and Village Trustees.

Licenses/Certifications:

  • Notary Public Certification
  • Certified Municipal Clerk designation desired but not required
  • Valid Driver’s License

Minimum Experience and Educational Qualifications:

  • High School Diploma or Equivalent
  • 2 years or more of progressive, responsible administrative or municipal experience that clearly demonstrates the ability to perform at an executive level.
  • 2 years or more of experience with payroll administration as well as bookkeeping and accounting experience

Physical Requirements in Performing Tasks:

  • Sit at a desk or table for long periods.
  • Stand or walk.
  • Bend, crouch, or stoop.
  • Intermittently sit, stand, walk, or bend.
  • Use tools or equipment that requires a moderate or high degree of manual dexterity.
  • Frequently lift objects weighing less than 25 lbs. and up to 50 lbs. on an occasional basis.

Working Conditions:

  • Work is performed in an office setting.
  • Work is occasionally performed outdoors.
  • Office has confined space and a low to moderate level of noise.
  • Variety of questions from Village President, Board Trustees, Department Heads, employees, and public whether in person or by phone.

Additional Information:

  • This position requires a great deal of diplomacy in dealing with a variety of personalities of individuals who compromise a seven (7) member board, individuals on committees, Department Heads, fellow employees, contracted individuals, State employees, and otherProfessionals engaged by the Village for services as well as the General Public.
  • This position performs a major role in responsible communication, receiving and responding openly and positively to the public. Directing citizen complaints and feedback to the Village President to ensure residents that their concerns will be heard.

Position Description Qualifiers and Employer Reservation of Management Rights:

The duties enumerated above are intended only as illustrations of the various types of work that maybe performed. This is not a detailed or complete listing of all duties and responsibilities. The omission of specific statements of duties do not exclude them from the position if the work is similar, related, or a logical assignment to the position.

This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the position changes.

Physical Setting:

  • Office – One location

Ability to commute/relocate:

  • Monticello, WI 53570: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

  • GAAP: 2 years (Preferred)
  • Payroll: 2 years (Preferred)