City Clerk

Position summary

The City Clerk is the City’s official record keeper and chief election official, and also carries the City’s day-to-day accounting, payroll, and human resources administration. The Clerk prepares and preserves the records of the City Council and its boards, administers every aspect of elections, processes accounts payable and payroll, coordinates personnel matters, and responds to public records requests. The Clerk also supports City departments (Office, Police, Public Works, and the Campground) with purchasing, contracts, and administrative services, and serves as a primary point of contact for residents, vendors, employees, and auditors.

Essential duties and responsibilities

Elections

• Administer all aspects of holding an election, including scheduling, planning, and required meetings.
• Maintain and update the voter card file.
• Issue absent voter ballots and update absent voter and voting records.
• Order election supplies.
• Verify candidate petition signatures.
• Coordinate public accuracy testing of election equipment.
• Recruit, train, and oversee election workers.
• Prepare for and attend Election Commission meetings.
• Complete ongoing required training, including online courses, meetings, and conferences.

City Council and committee support

• Prepare agendas and packets for City Council meetings and Ways & Means meetings.
• Attend Council meetings and process the minutes.
• Prepare agendas and minutes for the Planning Commission, Building Authority, and Zoning Committee.
• Update and place new ordinances in the ordinance binder.
• Submit legal notices and publications to the newspaper and obtain affidavits of publication.

Accounts payable

• Set up new vendor files, process vendor credit applications, and obtain current W-9s.
• Obtain and track current liability insurance information for vendors.
• Code and enter invoices; scan all invoices into the computer system.
• Print, process, and mail checks; enter all EFT payments.

Payroll and benefits administration

• Process employee wages and benefits.
• Prepare and file federal (941), state, and unemployment tax filings, and issue W-2s and 1099s.
• Administer MERS retirement: defined contribution, 457 contributions, and loan payments.
• Administer HSA accounts, health insurance deductions, Aflac, child support, and garnishments.
• Track leave balances and process time-off paperwork.
• Process paperwork and timesheets for Michigan Works! employees.
• Coordinate employee insurance (medical, Aflac, life, HSA) and retirement plans (457, defined contribution, loans, and payments).

Human resources coordination

• Coordinate HR meetings, forms, and interviews.
• Set up new employee files, complete new-hire paperwork, and maintain employee records.
• Assist with various discipline matters.
• Serve on the Handbook Committee and complete yearly revisions and corrections.
• Obtain credit cards and phones for new employees and review credit card purchases.

Records management and public records

• Serve as FOIA Coordinator: retrieve and copy records, calculate fees, and forward records to the requester.
• Retain all City-related paperwork in accordance with document retention requirements.
• File resolutions, grants, agreements, invoices, and other miscellaneous paperwork.
• Gather documents requested by auditors.
• Provide notary services.

Contracts

• Obtain signatures on contracts, forward them to the appropriate parties, and file them.
• Track expiration dates of contracts with contractors and vendors and manage renewals.
• Process incoming and outgoing land contract payments.

Cash handling and banking

• Prepare bank deposits and change orders; keep copies of checks.
• Receive and enter utility and tax payments as needed.
• Accept and process tax bill payments as needed.

Cemetery administration

• Maintain cemetery records.
• Prepare work orders and coordinate foundations and burials.
• Sell cemetery plots.

Office and facilities administration

• Order office supplies for the Office, Police Department, DPW, and Calhoun Campground.
• Pick up, open, and distribute mail.
• Hire and supervise the contracted cleaning service for City buildings.
• Handle garbage pick-up problems and order new receptacles.
• Process miscellaneous work orders for DPW, Police, and the Office.
• Arrange employee training and meeting registrations and travel accommodations for the DPW, Office, and Police Department.
• Answer phones and provide customer service at the front counter when needed, including covering for the receptionist.

Suggested qualifications

These were not in the duty list you provided. They are typical for this kind of position, so adjust them to match your City’s requirements.

Education and experience

• High school diploma or equivalent; associate’s or bachelor’s degree in public administration, accounting, business, or a related field preferred.
• Three or more years of experience in municipal government, accounting, payroll, or office administration.
• Michigan Certified Municipal Clerk (CMC/MiCMC) designation, or willingness to obtain it within a set period after hire.

Knowledge, skills, and abilities

• Working knowledge of Michigan election law, the Open Meetings Act, and the Freedom of Information Act.
• Knowledge of governmental accounting, accounts payable, payroll processing, and payroll tax reporting.
• Knowledge of records retention requirements and municipal record keeping.
• Proficiency with Microsoft Office, municipal accounting software, and the Michigan Qualified Voter File.
• Strong organizational skills, attention to detail, and the ability to manage many deadlines at once.
• Ability to handle confidential personnel, payroll, and financial information with discretion.
• Clear written and verbal communication and a courteous, professional manner with the public, elected officials, and staff.
• Ability to become a Notary Public.

Working conditions

• Primarily office work with extended computer use, plus occasional lifting of election equipment and supplies.
• Attendance at evening Council and committee meetings, and extended hours on election days and during election preparation.
• Occasional travel for required training and conferences.

This job description summarizes the principal duties of the position and is not an exhaustive list. Other duties may be assigned as needed. It does not create a contract of employment.

Pay: $21.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 457(b)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Loan forgiveness
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $21 - $25