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Administrative Coordinator

2 months ago

Lowell, Wisconsin, United States Village of Lowell Full time
{"title": "Village Clerk and Administrative Assistant", "description": "Village Clerk and Administrative Assistant

The Village Clerk and Administrative Assistant plays a vital role in the administration of the Village of Lowell. This position is responsible for providing administrative support to the Village Board and other departments, as well as maintaining accurate and up-to-date records.

Key Responsibilities:
  • Provide administrative support to the Village Board and other departments
  • Maintain accurate and up-to-date records
  • Prepare agendas and materials for Village Board meetings
  • Comply with the open meeting law in posting notices of meetings and hearings
  • Transmit correspondence to the Village Board and/or committees
  • Attend all meetings of the Village Board and keep records of proceedings in the minute book
  • Publish Village Board proceedings
  • Perform pre-election and Election Day duties, including preparing and publishing notices of local elections, processing of absentee ballots, preparation and testing of voting machines, and purchasing supplies
  • Administer, coordinate, supervise, and conduct elections held in the village and transport ballots to the County Clerk
  • Notify the County Clerk and the Wisconsin League of Municipalities yearly of elected Village Board members and their terms
  • Administer oaths of office to public officials
  • Receive applications for operator, liquor, beer, and cigarette licenses granted by the Village Board and issue same subsequent to approval
  • Keep a record of all licenses and permits granted and records in appropriate books
  • Sign all documents, village bonds, notes, and legal notices requiring clerk/treasurer's signature
  • Handle telephone calls and office visits relating to citizen inquiries, complaints, or other matters pertaining to village services
  • Provide information to the public on elections, assessments, ordinances, etc.
  • Do filing, copying, and mailings as needed, including picking up and taking the mail to the Post Office
  • Check all invoices and prepare them for payment
  • Counter-sign all checks for village accounts and contracts
  • Coordinate weekly time sheets for Village employees and send to payroll service
  • Maintain and develop personnel records for all employees
  • Maintain employee vacation/sick records
  • Assist in the compilation and preparation of the annual budget
  • Calculate, bill, and notify property owners of special assessments
  • Post delinquent utility and special charges/assessments to the tax roll
  • Compute the tax rate, send to the County Treasurer, and verify the rate when County Treasurer has entered it into the county computer system
  • Receive tax roll and tax bills from the county
  • Collect taxes and special assessment payments
  • Issue dog licenses
  • Distribute proportionate share of tax collections to other taxing units and make settlement with County Treasurer
  • Serve as secretary for the Board of Review
  • Review the assessment roll for errors and omissions
  • Work with the assessor to update the assessment roll as necessary
  • Complete and return surveys, questionnaires, and reports requested by county, state, federal, and other agencies to meet funding or reporting requirements, including but not limited to:
    • Annual Financial Report to Wisconsin Department of Revenue Tax Exempt Property Owners
    • Statement of Assessment
    • Statement of Taxes
    • Reports a list of alcoholic beverage and cigarette licenses issued
    • Expenditure Restraint Report
  • Follow all regulations set up by Public Service Commission
  • Work on collecting delinquent utility accounts and shuts offs as needed
  • The first days of the month, work with the Utility Superintendent in reading water meters, prepares and mails billings
  • Prepare utility rate increases as directed by the Village Board
  • Administer village insurance coverage
  • Administer village employee's health and dental insurance coverage
  • Administer village employee's Wisconsin Retirement coverage
  • Administer village employee's Income Continuation and Life Insurance Program
  • File insurance claims on behalf of the village
  • Serve as Notary Public
  • Work with consultants in preparing information for village projects
  • Work with the auditors in the annual audit of financial records
  • Work with financial consultants in preparing financial records for village and utilities
  • Advise and assist village president on matters pertaining to Village Board responsibilities, events, committee appointments, and expiration of terms, etc.
  • Purchase supplies and equipment as needed
  • Maintain, update, and post to official Village website
  • Maintain Village Hall in a clean, presentable way, including among other things emptying wastebaskets, vacuuming, and putting the garbage out for collection
  • Keep entry way into the Village Hall free from snow
  • Perform all other duties required by law or by any other ordinance or other direction of the Village Board
Requirements:
  • Training in general office practices such as data processing
  • Must attain CMC and/or CMTW designation within 4 years of employment and maintain certifications throughout employment
  • Five (5) years experience involving office work, or municipal governmental work experience
  • Substitution of experience for education: Any equivalent combination of education and progressively responsible experience, with additional work experience substituting for the required education on a year for year basis, may fulfill the requirements for education
  • Necessary knowledge, skills, and abilities:
    • Working knowledge of:
      • Computers and electronic data processing equipment/software, including advanced skills with Word and Excel and other specialized municipal software
      • Modern office practices and procedures
      • Accounting principles and practices
    • Skill in proper and safe operation of:
      • Personal computers, including word processing, data base, spreadsheet, email, and scanning software, calculator, phone, copy/fax machine, and other standard office equipment
    • Ability to:
      • Communicate effectively verbally and in writing
      • Draft correspondence, council memos, etc.
      • Effectively meet and deal with the public
      • Establish successful working relationships
      • Follow instructions, both oral and written
      • Perform arithmetic computations accurately and quickly
      • Speak, read, and write the English language
      • Work under pressure, stressful situations, and/or with frequent interruptions
  • U.S. Citizen
  • Eighteen (18) years of age or older at date of appointment
  • Wisconsin Driver's License, valid without record of suspension or revocation in any state - possess, or ability to obtain by date of appointment, and maintain throughout employment
  • Felony convictions or disqualifying criminal history - none within the past seven (7) years
  • Bondable
"}