Village Clerk

Clerk and Legislative Administration

• Prepare Village Council meeting agendas, packets, and supporting materials.
• Attend Village Council meetings and accurately record and publish official meeting minutes.
• Draft, maintain, and organize ordinances, resolutions, policies, permits, contracts, and other official documents.
• Serve as the Village Liaison for all insurance, retirement, worker’s compensation
• Maintain official Village records in accordance with applicable retention requirements.
• Coordinate public notices, legal publications, and meeting postings.
• Serve as the Village's Freedom of Information Act (FOIA) Coordinator.
• Maintaining Term Limits for all elected and appointed officials, and providing reminders of upcoming deadlines.
• Administer Oaths of office for all new police officers and trustees, as well as re-elected, and re-appointed members of council and all other boards, as well as keeping track of all expirations.

• Process payroll for Village employees and the Fire Department, Council Members, Fireboard Members, and Planning Commissioners.
• Prepare quarterly and annual payroll tax filings, W-2s, and 1099s.
• Maintain payroll records and ensure compliance with federal and state regulations.
• Maintain Accounts Receivable.
• Complete bank reconciliations for Fire Department
• Complete Monthly admin fee posting to General Ledger.
• Pay monthly Fire Department Credit Card on website, and create a Manual Journal Entry for the credit card payment utilizing receipts provided.

• Coordinate employee onboarding and offboarding processes.
• Maintain personnel files and confidential employment records.
• Administer employee benefit programs including health insurance, retirement plans, and related enrollments.
• Coordinate workers' compensation claims and employee physicals and drug testing.
• Assist the Village Manager with labor relations, personnel matters, and employee contracts.
• Maintain compliance with employment laws and Village personnel policies.
• Track ESTA, Qualified Overtime, and FICA throughout the year for all employees necessary
• Administer annual Wage Scale Study, and annual Worker’s Compensation Fund Audit through MML

• Coordinate insurance renewals and maintain insurance records.
• Assist with risk management activities and claims administration.
• Ensure compliance with municipal, state, and federal reporting requirements.

• Respond to resident inquiries and provide exceptional customer service.
• Maintain Village website content in coordination with the Village's website provider.
• Prepare public notices and community communications.
• Assist with public information requests and community engagement initiatives.

• Research grant opportunities.
• Assist in preparing grant applications and supporting documentation.
• Coordinate implementation and reporting requirements for awarded grants.
• Assist the Village Manager with strategic initiatives and special projects.

• Maintain office records and filing systems.
• Maintain records of third party permitting with Safebuilt, as well as third party blight and rental inspection records.
• Prepare correspondence, reports, spreadsheets, forms, and presentations.
• Keep track of all permitting, blight, and rental licenses within the village.
• Provide notary services.
• Provide departmental support as needed.
• Perform other duties as assigned.

• Bachelor's degree in Public Administration, Business Administration, Accounting, Human Resources, or a related field preferred. Equivalent education and experience may be considered.
• Minimum of three years of progressively responsible administrative experience, preferably in municipal government.
• Experience with payroll, human resources, public meetings, records management, and customer service preferred.
• Michigan Municipal Clerk certification or the ability to obtain certification.
• Michigan Notary Public certification or ability to obtain.

• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to maintain strict confidentiality.
• Knowledge of municipal government operations and applicable laws.
• Proficiency with Microsoft Office Suite and the ability to quickly learn municipal software applications.
• Ability to prepare accurate reports, minutes, correspondence, and legal documents.
• Ability to establish positive working relationships with elected officials, staff, residents, and outside agencies.
• Ability to manage multiple deadlines while maintaining a high level of accuracy and professionalism.