Village Clerk - Village of Marshall

The following are the general responsibilities of the Village Clerk: 

Under the direction of the Village Administrator, implement the directives of the Village Board and promptly report any difficulties encountered in implementation to the Village Administrator; 

Assist the Village Administrator in the administration of day-to-day operations of Village government, including monitoring all Wisconsin Statutes, Village ordinances, resolutions and minutes of the Village Board and its subunits; 

Assist with the preparation of an administration plan, including an organizational chart, which defines authority and responsibility for all statutory officers and non-statutory positions; 

Execute necessary administrative procedures established by Village Administrator to increase the effectiveness and efficacy of Village government that are not inconsistent with the Village administration plan or Village Board directives, by policy or by ordinance or resolution of the Village Board as deemed appropriate; 

Assist the Village Administrator and Village Board in establishing and administering long-range Village-wide goals and objectives; 

Keep informed concerning current federal, state, and county legislation and administrative rules affecting the Village and collaborate with Village Administrator to evaluate the effects and submit recommendations thereon to the Village Board; 

Keep informed concerning the availability of federal, state and county grants, matching funds and other funds for local programs, communicate such availability to the Village Administrator and assist department heads and the Village Board in securing such funds as directed by the Village Administrator; 

Assist the Village Administrator in representing the Village as to matters of legislative and intergovernmental affairs as directed by the Village Board; 

Support the Village Administrator in efforts to inform news media of the operations of the Village and to strictly comply with all open meeting law and public records law rules and regulations; 

Aid and facilitate procedures established by Village Administrator to facilitate communications between citizens and Village government to assure that complaints, grievances, recommendations, and other matters receive prompt attention by the responsible Village official or officer and that such matters are resolved as expeditiously as possible; and 

Promote the economic well-being and growth of the Village through public and private sector cooperation.

The following are the Village Board responsibilities of the Village Clerk: 

Attend meetings of the Village Board and inform the Village Board about the activities of Village Administration, as well as any concerns of which the Village Board should be made aware; and 

Assist the Village Administrator in preparing agendas, minutes, and supporting materials for Village Board meetings, as well as the Village’s other authorities, boards, commissions, and committees.

The following are the personnel responsibilities of the Village Clerk: 

Serve as Village personnel officer with responsibilities to ensure that complete and current personnel records, including specific job descriptions, are kept for all Village officers and employees; 

Develop and enforce high standards of performance by Village employees; 

Ensure that Village employees have proper working conditions; 

Work closely with department heads to promptly resolve personnel problems or grievances; 

Assist the Village Administrator and Department Heads with hiring, appointments, promotions and discipline of department heads and employees, and hire, appoint, promote and discipline employees according to policy; and 

In consultation with department heads, ensure that employees receive adequate opportunities for training to maintain and improve their job-related knowledge and skills, as well as acting as the approving authority for requests by employees to attend conferences and training opportunities, provided that funds are budgeted and available for these activities.

The following are the fiscal responsibilities of the Village Clerk/Deputy Administrator: 

Assist the Village Administrator in preparing the annual Village Budget and administering the budget adopted by the Village Board; 

Report the financial needs of Village departments and programs to the Village Administrator; 

Manage day-to-day financial system including but not limited to accounts payable, accounts receivable, purchasing, financial institution monitoring, reconciliations, investments, and other related functions; and 

Manage and facilitate process to conduct annual financial audit.

The following are the utility responsibilities of the Village Clerk: 

Maintains utility billing customer account files. 

Performs invoice preparation. 

Prints and analyzes reports for errors and missed readings. 

Provides customer assistance with billing questions over the phone and at the counter. 

Prepares notices relating to delinquencies and disconnection of service due to non-payment; prepares final list of customers to be disconnected due to non-payment and provides to utility employees responsible for disconnecting services. 

Assist in maintaining meter inventory; compile and enter meter reading information into billing system. 

Processes, posts, and files final utility bills. 

Coordinate with customers, landlords, and title companies for final meter readings, issue final bills, and setup new customer accounts. 

Assist in reconciling delinquent payments onto tax roll at year end.

Perform duties as set forth in Chapter 61.25 of the Wisconsin Statutes and the Village Code of Ordinances as they pertain to Clerk. 

Serve as Clerk for the Board of Review.  Provide staff support on Finance & Oversight Committee. 

Prepare legal and public hearing notices for publication, archiving, recording, and/or distribution as is required of the position within State Statutes and Village Code of Ordinances. 

Coordinate risk management operational functions and process insurance claims as appropriate. 

Provide effective/efficient customer service, promote and maintain responsive community relations. 

Follow safe work practices. 

Bachelor’s degree business administration, finance, public administration, office management or related field.   

Minimum of 4 years of office management, payroll/personnel, finance, preferably in a municipal government setting. 

Previous supervisory training and/or experience. 

Any combination of education and experience which in the sole discretion of the Village would demonstrate the Employee’s ability to meet the required knowledge, skills, and abilities for the position may also be considered.