DEPUTY CLERK/ADMINISTRATIVE ASSISTANT

Supervised By: Village Clerk/Village Manager

Supervises: None

FLSA Status: Non-Exempt

Position Summary:

Under the supervision of the Village Clerk, performs a wide range of clerical and administrative support functions for the Clerk's office. Maintains accurate files and public records. Assists in the collection and deposit of monies due the Village. Maintains records and provides clerical support for the Village Manager, the Village Finance Director, the Village Clerk, and others 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.

Administrative Assistant to the Management team including, but not limited to, the Village Manager, Finance Director, and Village Clerk. Prepares materials, various reports, and records. Prepares packets and assists with public information and clerical tasks.

Receives telephone calls, assists visitors, and responds to citizen questions and concerns. Maintains the front counter and provides information regarding Village operations, policies, and procedures. Issues solicitors/peddlers' licenses. Resolves issues independently and refers more complex situations to the appropriate party.

Processes accounts receivable according to established procedures. Receives and posts payments made to the Village, including taxes, utilities, and other miscellaneous receivables.

Monitors and assists with banking and cashier/accounts receivable functions.

As Deputy Clerk, may draft and/or @type committee agendas, follow-up agendas, resolutions, and reports and assemble agenda packets for the Village Council and various boards and committees. Ensures accurate and complete information, drafts procedures, and public notices, and monitors compliance of publications with legal requirements. Obtains Notary Public appointment and works as such. Performs other administrative tasks as assigned, including but not limited to, the administration of the Village's website, social media accounts, and other public notices.

Attends Council and other meetings to record the proceedings when directed.

Assists with maintaining financial data as required.

Keeps abreast of professional developments and technological advances in public administration, municipal management, or other related courses. Attends conferences, workshops, and seminars as appropriate.

Performs other duties 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:

High school diploma with coursework in-office techniques. One or more years of experience in a responsible clerical capacity.

The Village, at its discretion, may consider an alternative combination of formal education and work experience.

Ability to obtain Notary Public certification.

Knowledge of municipal government structure, policies, proc

Village of Middleville

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