Job Description

Overview

The Clerk Treasurer is a managerial position whose duties are performed in accordance with the laws and statutes of the State of Wisconsin and the ordinances and policies of the Village of Walworth. The Clerk Treasurer is appointed by the Village President subject to a 2/3 majority vote in odd-numbered years by the Village Board. The Village Clerk Treasurer directs the professional level administrative services provided to the Village Board and various Boards, Committees, Commissions, and Department Heads; administers elections pursuant to state and federal laws; performs as the statutory issuing authority for licenses granted by the Village; implements effective communication and customer service strategies for the Village; maintains financial controls, municipal accounting, tax collection, and budgeting.

General Responsibilities

Administer preparation of board, commission, and committee meeting agendas, notify board members and other persons who may be affected by official actions of the Village Board and give proper notice to the press. Attend and take minutes at regular and special Village Board and Committee meetings, Plan Commission, Board of Review, Zoning Board of Appeals, and other meetings as requested. Document key tasks and information unique to the department such as reporting requirements, deadlines, and future budgetary considerations. Manage the Village website including calendar of events, posting agendas and minutes, and other public media as determined by the Village Board. Custodian of Official Village records, such as meeting minutes, resolutions, ordinances, contracts, development agreements, and other documents; maintain records retention schedule. Maintain ordinance, resolution, Village Board, and other committee minute books. Develop administrative standards relating to Village Board, Committee, Board, and Commission functions. Provide logistical support for successful Village Board meetings. Responsible for training new and current Village Board, Committee, and Commission members on the roles, functions, and meeting procedures. Administer Board, Committee, and Commission appointment and term processes. Administer Oath of Office to elected officials and sworn officers. Provides professional advice to Village Board; conduct presentations to Village Board, Commissions, Civic Groups, and the public. Communicate official plans, policies, and procedures to staff and the public. Implement the policy directives of the Village Board and Committees. Attend professional meetings and keep abreast of best practices in municipal government.

Election Responsibilities

Administer all phases of the election process, including voter registration, preparation of legal notices and ballots, setting up voting machines, processing candidate nomination papers and campaign statements and other statutory requirements. Oversee and administer the preparation, mailing, and processing of absentee ballots. Staff, develop, and train the Village's election workforce. Assist with management of Election Day operations, delivery of materials, and compilation of results. Administer the preparation and filing of required election reports with the counties and State Elections Board.

Financial Responsibilities

Prepare annual budget for publication and public hearing, including calculations for anticipated loans, equalized value, tax levy, tax increment, and mill rate; prepare Levy Limit Worksheet, Statement of Taxes and Expenditure Restraint forms. Assure assigned areas of responsibility are performed within budget; monitor revenues and expenditures; verify effective and efficient use of budgeted funds. Administer and oversee room tax collection process. Assist outside auditors in review of Village financial records for annual audit. Assist with receipting payments, cash reconciliation, and bank deposits. Administer and maintain Village-wide credit card program. Reconcile monthly bank statements and monitor bank balances. Oversee accounts receivable and accounts payable activities; maintain and report MISC 1099s. Counter sign all checks for Village, Water and Sewer Utility, Library, and other funds; counter sign all contracts, agreements, and all other documents in accordance with law. Prepare monthly Treasurer's report. Maintain fixed assets records and property inventory records for audit and insurance purposes. Manage investment of Village funds in accordance with investment policies and goals, and local, State and Federal regulations. Complete recycling grant application in October and annual reports in April. Supervise the processing of meter reading data; preparation and mailing of utility bills; maintenance of current customer account files; assist with citizen concerns on utility billings or services. Supervise the compilation of payroll data such as employee master files, hours worked, taxes, and insurance; review wages computed and correct errors to ensure accuracy of payroll; prepare and file quarterly Form 941, quarterly WI Unemployment Insurance form and annual W2s. File and monitor worker's compensation claims. Assist in advertisement and recruitment of employees to fill vacant positions. Keep records of insurance coverage, pension plan, and personnel transactions such as hires, promotions, transfers, performance reviews, and terminations.

Taxes

Verify assessment roll, make changes from Board of Review; calculate special assessments and special charges to be entered on the current year's tax roll; prepare and file statement of assessments, and any other assessment and tax collection related documents. Verify tax roll balances and prepare tax bills and annual village newsletter. Collect and accurately record property tax collections and prepare deposit slips. Prepare and issue tax overpayment refunds. Distribute proportionate share of collections to other taxing units, and settlement with County Treasurer.

Education, Licensure/Certification, Experience and Skills:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required.

Degree in public or business administration, finance, or related field; or equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Successful completion of the Wisconsin Municipal Clerk's and Treasurer's Institute and receipt of Certified Municipal Clerk and/or Municipal Treasurer designation. Certified in Election Administration and training election inspectors. Certification and thorough knowledge in the Statewide election and voter system (WisVote). Computer technology experience preferred. Supervisory experience preferred. Thorough knowledge of the function and organization of municipal government and of the workings of the Village Board. Knowledge of the general laws and administration policies governing municipal financial practices and procedures of accounting and budgeting in government. Ability to instruct and train other staff. Ability to utilize computer programs and equipment. Ability to communicate effectively orally and in writing Ability to problem solve and complete multiple tasks simultaneously within deadlines.
Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

Dental insurance Flexible spending account Health insurance Life insurance Paid time off Retirement plan
Work Location: In person