Deputy Clerk - Plover, United States - Village of Plover

Description

The Deputy Clerk/Payroll Specialist is responsible for courteously greeting and handling all telephone calls and visitors to the Village Municipal Center.

This position also requires the performance of a variety of responsible clerical tasks including processing payroll. It is essential that this employee have the ability to get along well with others.

The work is performed under the direct supervision of the Village Administrator and may be assigned other tasks within the Village organizational structure.

EXAMPLE OF DUTIES PERFORMED (Illustrative Only)

• Receives telephone calls and greets visitors at the Village Offices in the Municipal Center, determines the nature of business as necessaryand directs the callers to the appropriate office and personnel, obtains telephone caller's name and number and forwards messages to appropriate personnel;
• Process Payroll for all Village Departments. This includes verifying and entering timesheets, verifying payroll, running payroll reports, sending direct deposits to bank, paying related transmittals such astaxes, deferred compensation, garnishments, child support byvarious methods. Works with the Village Treasurer/Finance Director on related payroll items such as setting up new employees and verifying deductions.
• Aids in scheduling meetings on behalf of elected and appointed officials and staff as needed;
• Performs word processing of memos, correspondence, reports, and documents for Village Staff as requested;
• Assists Village Clerk with election administration; including, but not limited to, acceptance of voter registrations, issuance of absentee ballots, and data entry into the state voter registration system;
• Assists in issuance of various licenses (pet, liquor, bartender, etc.) and permits;
• Assists with paserware updates and reports for Public Works Department and GIS Manager;
• Assists in efforts related to public hearings including, notice to the media and property owners;
• Maintains records of Worzella Pines Park Shelter and Band Shell reservations, records payment of deposits and fees, provides Public WorksDepartment with reservation information;
• Maintains Public Works inventories, accounting reports, and maintenance records as directed by Public Works management staff;
• Maintains reservations for meeting rooms in Village Municipal Center and provides copies of such meetings to Public Works Management staff;
• Assists in collection and recording of water/sewer utility payments; trained in maintenance of system of billing for sewer/water utility service, and acts on behalf of the Utility Billing Clerk in his/her absence.
• Maintains/operates municipal building readerboard message sign, collects information/messages to be displayed, enters message into message system, and tracks dates/times of messages to be displayed;
• Assists in entering information for residential and plumber requests for water meter installations, interim meter readings, repairs, and well inspections for water facility;
• Assists Assessor in providing information to realtors, appraisers, and property owners, as necessary;
• Assists with preparation of group mailings, info guides, newsletters, water bills, etc.;
• Attends and records the proceedings of Plan Commission and Parks Development Committee meetings;
• Clips and saves newspaper articles pertaining to the Village;
• Assists with the preparation and formatting of Village newsletters;
• Assists Village Clerk with compiling and distributing meeting packets, as needed;
• Assists with Plover Cemetery responsibilities, including permit, payment, record keeping, scanning and archiving, database management, notification to Public Works Department, and correspondence assistance, as assigned by the GIS Manager of his/her designee;
• Attends FAX machine and distributes copies to appropriate personnel;
• Operates copier and is responsible for service calls for maintenance of same;
• Assists with and maintains central files in Village Office;
• Furnishes information on inquiries and complaints, and provides information regarding services of various Village Departments;
• Sorts and distributes incoming mail and interoffice correspondence;
• Orders office supplies and maintains inventory of supplies;
• Accepts and properly receipts cash collections at front counter;
• Performs a variety of other duties as directed by the Village Administrator or his/her designee.

ESSENTIAL KNOWLEDGE, SKILLS & ABILITIES

• Thorough knowledge of office software technology, procedures, and equipment; ability to type at a reasonable rate of speed (minimum of 60 words per minute); ability to understand and follow oral and written instructions; ability to be courteous and get along well with others; must be adaptable, thorough and dependable; basic accounting principles; ability to maintain confidentiality when required; and, physical ability to lift up to 40 pounds.

ACCEPTABLE TRAINING & EXPERIENCE

• 35 years experience in clerical work and receptionis