City of St Joseph
Overview
CLERK/TREASURER Supervised by:
Village Council Supervises:
Deputy Clerk/Treasurer and other office staff as directed. Position Summary
Under the general supervision of the Village Council and day-to-day supervision from the Village Manager, manages and directs the operations of a combined clerk, treasury, and finance department. Coordinates accounting functions and the collection and investment of Village funds. Acts as clerk to the Village Council and is responsible for record retention and other prescribed duties according to state and local laws.
Essential Job Functions
Directs the maintenance and control of all accounting and financial records and reporting systems in a manner consistent with established and accepted municipal accounting principles and practices. Coordinates activities with other department directors through the Village Manager to obtain data and assist in preparing the annual Village budget. Monitors and analyzes expenditures throughout the fiscal year to maintain compliance with the approved budget. Supervises and participates in preparing the property tax roll and administers the tax collection process, including closing, settlement, and ongoing collection of delinquent personal property taxes. Oversees the collection and investment of all Village funds. Investigate and examine various investment options to achieve the objectives of the investment policy. Evaluates financial and procedural systems consistently. Develops and enforces financial policies. Trains and cross-trains staff to ensure adequate and efficient coverage of all functions. Serves as clerk to the Village Council. Calls roll, records official proceedings, and authenticates public records. Records minutes of executive sessions and meetings of other Village Boards, Commissions, and Authorities as needed. Assures that all records of the Village, including contracts, deeds, easements, minutes of Meetings and other official documents are maintained, and legally acceptable procedures are consistently applied. Responsible for administering oaths of office and for scheduling various executive and committee meetings. Certifies all ordinances and resolutions enacted by the Village Council and handles issues regarding Village legislation. Performs and supervises numerous other financial and administrative duties related to financial and management reporting, contract administration, oversight of Village transactions, licensing, records maintenance, and information systems maintenance and upgrade. Participates in meetings, conferences, seminars, and professional organizations to keep abreast of changing requirements, technology, and approaches to public financial and records management. Assists the Zoning Administrator in administering the zoning and code enforcement function. Investigates complaint locations, prepares notices, and explains code requirements. Performs related work as required.
Required Knowledge, Skills, Abilities, and Minimum Qualifications
The requirements listed below represent the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform their job duties.
Preferred qualifications
A bachelor’s degree in finance, accounting, public administration, business management, or a related field. Five years of municipal finance, budgeting, or accounting experience, including supervisory experience. Thorough knowledge of the principles, methods, and techniques of bookkeeping, accounting, internal controls, and financial reporting. Considerable knowledge of computer software, including accounting and spreadsheet applications. Considerable knowledge of governmental fund accounting. Considerable knowledge of debt financing, public bid procedures, and budget development. Considerable knowledge of the statutory requirements and practices of public records management and retention. Considerable knowledge of Human Relations and payroll law requirements. Skill in interpreting financial data and developing operating and capital budgets. Skill in training and supervising others. Skill in answering inquiries from the public and other employees regarding department operations and other related issues. Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with the public, other employees, elected officials, governmental agencies, the media, and vendors. Ability to communicate effectively and present ideas orally and in writing. Ability to work effectively under stress and changes in work priorities. Ability to prepare and maintain accurate records and reports, and to perform mathematical computations quickly and accurately. Ability to work outside of regular office hours to attend required meetings.
Physical Demands and Work Environment
The physical demands and work environmental characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation 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 use hands to finger, handle, or feel. The employee is frequently required to talk or hear; walk, sit, or stand; reach with hands and arms; and view and create written and electronic documents. The employee is occasionally required to travel to other locations. The employee must occasionally lift and/or move lightweight items up to 30 lbs. 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.
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CLERK/TREASURER Supervised by:
Village Council Supervises:
Deputy Clerk/Treasurer and other office staff as directed. Position Summary
Under the general supervision of the Village Council and day-to-day supervision from the Village Manager, manages and directs the operations of a combined clerk, treasury, and finance department. Coordinates accounting functions and the collection and investment of Village funds. Acts as clerk to the Village Council and is responsible for record retention and other prescribed duties according to state and local laws.
Essential Job Functions
Directs the maintenance and control of all accounting and financial records and reporting systems in a manner consistent with established and accepted municipal accounting principles and practices. Coordinates activities with other department directors through the Village Manager to obtain data and assist in preparing the annual Village budget. Monitors and analyzes expenditures throughout the fiscal year to maintain compliance with the approved budget. Supervises and participates in preparing the property tax roll and administers the tax collection process, including closing, settlement, and ongoing collection of delinquent personal property taxes. Oversees the collection and investment of all Village funds. Investigate and examine various investment options to achieve the objectives of the investment policy. Evaluates financial and procedural systems consistently. Develops and enforces financial policies. Trains and cross-trains staff to ensure adequate and efficient coverage of all functions. Serves as clerk to the Village Council. Calls roll, records official proceedings, and authenticates public records. Records minutes of executive sessions and meetings of other Village Boards, Commissions, and Authorities as needed. Assures that all records of the Village, including contracts, deeds, easements, minutes of Meetings and other official documents are maintained, and legally acceptable procedures are consistently applied. Responsible for administering oaths of office and for scheduling various executive and committee meetings. Certifies all ordinances and resolutions enacted by the Village Council and handles issues regarding Village legislation. Performs and supervises numerous other financial and administrative duties related to financial and management reporting, contract administration, oversight of Village transactions, licensing, records maintenance, and information systems maintenance and upgrade. Participates in meetings, conferences, seminars, and professional organizations to keep abreast of changing requirements, technology, and approaches to public financial and records management. Assists the Zoning Administrator in administering the zoning and code enforcement function. Investigates complaint locations, prepares notices, and explains code requirements. Performs related work as required.
Required Knowledge, Skills, Abilities, and Minimum Qualifications
The requirements listed below represent the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform their job duties.
Preferred qualifications
A bachelor’s degree in finance, accounting, public administration, business management, or a related field. Five years of municipal finance, budgeting, or accounting experience, including supervisory experience. Thorough knowledge of the principles, methods, and techniques of bookkeeping, accounting, internal controls, and financial reporting. Considerable knowledge of computer software, including accounting and spreadsheet applications. Considerable knowledge of governmental fund accounting. Considerable knowledge of debt financing, public bid procedures, and budget development. Considerable knowledge of the statutory requirements and practices of public records management and retention. Considerable knowledge of Human Relations and payroll law requirements. Skill in interpreting financial data and developing operating and capital budgets. Skill in training and supervising others. Skill in answering inquiries from the public and other employees regarding department operations and other related issues. Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with the public, other employees, elected officials, governmental agencies, the media, and vendors. Ability to communicate effectively and present ideas orally and in writing. Ability to work effectively under stress and changes in work priorities. Ability to prepare and maintain accurate records and reports, and to perform mathematical computations quickly and accurately. Ability to work outside of regular office hours to attend required meetings.
Physical Demands and Work Environment
The physical demands and work environmental characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation 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 use hands to finger, handle, or feel. The employee is frequently required to talk or hear; walk, sit, or stand; reach with hands and arms; and view and create written and electronic documents. The employee is occasionally required to travel to other locations. The employee must occasionally lift and/or move lightweight items up to 30 lbs. 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.
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