Deputy Clerk/Treasurer
Village of Capac
Capac
Position Summary:
The Deputy Clerk/Treasurer is responsible for completing diverse treasury, clerk, and other office and support functions for the Clerk/Treasurer and Village Manager. Researches, responds to and performs routine and unique matters regarding a wide variety of Village matters.
Essential Job Functions:
The Deputy Clerk/Treasurer’s duties include (but are not limited to) the following essential job
functions:
1. Receives and assists walk-in visitors by determining their needs and provides positive first impressions in explaining Village policies and procedures; refers visitors to appropriate department when necessary, and assists customers at the counter by taking payments and issuing receipts.
2. Prepares information for mortgage/title company requests.
3. Learns and understands cash flow procedures and prepare reports. Responsible for balancing the cash drawer each day; prepares daily deposits.
4. Provides a variety of other clerical and administrative support services and completes special projects as requested to facilitate efficient office operations.
5. Serves as a back-up when the Clerk and Treasurer is unavailable and has all the responsibilities of the Clerk and Treasurer.
6. Assists with the Settlement of taxes each year with the County Treasurer’s office.
7. Ensures all tax bills are mailed out yearly. Responsible for follow up on delinquent tax payers
– phone calls, letter writing, visiting those businesses that are delinquent, attend court action lawsuits.
8. Responds to written requests for information by fax or email.
9. Understands investment procedures and handles transactions as instructed, including inquiries into rates.
10. Researches returned mail and tries to find valid addresses for returned tax bills.
11. Keeps an up-to-date Standard Operating Procedures manual at all times.
12. Receives, prioritizes, and assists in processing Freedom of Information Act and OMA requests. Tracks changes in related laws and ensures departmental compliance.
13. May serve as recording secretary for multiple Board meetings.
14. Processes payroll and benefits for Village employees.
15. Input Journal Entries and other accounting processes.
16. Processes reports for Department Heads.
17. Distributes faxes received to various departments.
18. Prepares synopsis of meeting minutes and public notices to publish in local paper.
19. Updates information on the Village’s Facebook Page, website and Documents on Demand.
20. Maintains zoning escrow balances.
21. Updates Ordinance Book and provides copies to all applicable employees and boards.
22. Updates minute, resolution, and agenda binders
23. Organizes and distributes agenda packets for Village Council, Planning Commission and Zoning Board of Appeals.
24. Manages office maintenance schedules and office supplies.
25. Organizes events and activities
26. Provide administrative support for the Village Manager
