Chief Deputy Clerk/Treasurer

Position Summary:

Under the general directionand consultation with the City Clerk/Treasurer, supervises staff in the operations of the department. Supervises and directs the collection and accounting of City funds. Supervises the maintenance of accurate files and public records, registers voters and voter records, and oversees elections. Assists the Clerk/Treasurer in developing and administering departmental policies and procedures. Prioritizes and makes daily work assignments and provides instruction to staff. Monitors the performance of staff and directs changes as necessary. Performs the work of the City Clerk/Treasurer as delegated or, if directed, in that official’s absence.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Assists the Clerk/Treasurer in planning, organizing, and directing all aspects of departmental operations, including personnel, budgeting, payroll, planning, and general administration.

2. Assists in the development and implementation of goals and objectives, departmental policies, procedures, and regulations; oversees data processing activities and related functions. Ensures compliance with state and federal regulations and the State of Michigan’s rules.

3. In consultation with the Clerk/Treasurer, supervises staff, monitors work performance, and handles employee grievances and complaints. Supervises staff involved in the department's daily functions determines work priorities and assigns the workload. Provides guidance and instruction on assignment completion, shares observations concerning the performance of employees with the Clerk/Treasurer, recommends disciplinary actions, if necessary, and provides necessary training and professional development to subordinate staff. Updates staff on any laws and fee changes imposed by City Council. Participates in employee interviews and provides input in the hiring process.

4. Supervises the accounting functions, including accepting property tax payments and departmental transmittals, performing daily cash balancing of the receipts and accounts, and preparing summary reports.

5. Oversees and assists with bank reconciliations to the General Ledger of all deposits and disbursements; recording and posting interest for each bank account and preparing month-end reports; coordinating the printing of tax bills and notices; collecting and settling delinquent payments and various statistical reports.

6. Responsible for processing property tax adjustments issued from assessors, Board of Review, Michigan Tax Tribunal, or State Tax Commission rulings. Issues refunds or rebills as necessary, including tracking and balancing.

7. Responsible for providing reports to the County Treasurer’s Office as needed/requested, including settling the delinquent tax roll. Ensures new legislation for tax collections are being followed by the County.

8. In consultation with the Clerk/Treasurer, manages related activities and services associated with the department, including municipal elections, voter registration, voting, training personnel, records management, public notices, meeting minutes, and agendas.

9. Responds to problems of the public related to functions of the office. Explains and clarifies procedures to other City and local government officials as needed.

10. Performs the duties of other departmental staff as necessary due to absences or workloads.

11. May serve as Notary Public for other City departments and the public.

12. Performs related work as required or assigned.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

• Associate’s Degree or equivalent in finance, accounting, public administration, business administration, or a related field. Bachelor’s Degree, preferred.
• Five years of progressively increasing responsibility in a city, county clerk’s, treasurer’s, finance office, or a similar setting, including preferred prior supervisory and administrative experience.
• Must pass the City’s aptitude/skills examination with a minimum score of 70%.
• A valid Vehicle Operator’s License, a satisfactory driving record, and the ability to maintain one throughout employment.
• Certification as a Notary Public or ability to earn a certification within six months of employment.
• Knowledge of municipal financial management including accounting, financial recordkeeping, and specific knowledge of property tax administration.
• Considerable knowledge of the laws, ordinances and related legislation pertaining to records management and elections in a municipal government, preferred.
• Considerable ability to perform mathematical calculations and maintain accurate and complete records and files.
• Thorough knowledge of the professional public management techniques involved in personnel administration and resource management and the ability to identify and implement new best practices, preferred.
• Knowledge of municipal, state, and federal government rules and regulations.
• Considerable knowledge of office management policies and procedures, maintaining detailed and accurate records, managing a complete file system in both electronic and non-electronic format, and performing research.
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with employees, other governmental units, professional contacts, elected officials, and the public.
• Ability to obtain and maintain accreditation as an election official and election inspector.
• Knowledge of modern office procedures and practices and skills in applying them.
• Skill in the use of office equipment and technology, including Microsoft Suite applications and financial software, preferably BS&A Software, specific to the department; and the ability to master new technologies.
• Ability to carry out, understand, and follow complex oral and written instructions, prioritize demands, and work independently.
• Ability to maintain attention to detail and work effectively under stress and changes in work priorities.
• Ability to record and transcribe meeting minutes and type with accuracy.
• Must live within 20 miles of the City of Monroe's boundaries within one year of employment.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop, and kneel, and use hands to finger, handle, or feel and reach with hands and arms. Set up and take down equipment outside the office environment. The employee must lift or push/pull objects up to 15 lbs. without assistance. Accommodation will be made, if needed, for office employees required to lift or move objects that exceed this weight.

The typical work environment for this job is a business office setting with a quiet and sometimes moderate noise level.

Annual Salary Range: $61,394.00 - $79,809.85 (Depending on qualifications)

Job Type: Full-time

Pay: $61,394.00 - $79,809.85 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $61,394 - $79,810