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VILLAGE OF NASHVILLE
VILLAGE CLERK JOB DESCRIPTION
Village Clerk
2 year Appointed Position
Salaried Status (Annual pay set by Village Council)
Duties as presented in the 1998 General Law Village Charter.
Clerk; duties (MCL 64.5)
1. The Clerk shall keep the corporate seal and all the documents, official
bonds, papers, files, and records of the village; not by this act or the
ordinances of the village entrusted to some other officer. The clerk is the
clerk of the council and shall attend its meetings. (up to 6 hrs + per month)
2. In case of the absence of the clerk, or if from any cause the clerk is unable
to discharge, or is disqualified from performing, his or her duties, the council
may appoint a council member, or some other person, to perform the duties of the
clerk for the time being.
3. The clerk shall record all proceedings and resolution of the council, and
shall record, or cause to be recorded, all the ordinances of the village.
4. The clerk shall countersign and register all licenses granted.
5. When required, the clerk shall make reproductions pursuant to the records
media act, 1992 PA 116, MCL 24.401 to 24.403, of the papers and records filed
and kept in his or her office and shall certify the reproductions under the seal
of the village. The admissibility in evidence of such reproductions is governed
by section 3 of 1964 PA 105, MCL 691.1103.
6. The clerk may administer oaths and affirmations.
Clerk as general account; duties; check disbursement. (MCL 64.6)
1. The clerk shall be the general accountant of the village.
2. Claims against the village shall be filed with the clerk for adjustment.
After examination, the clerk shall report the claims, with the accompanying
vouchers and counterclaims of the village, and the true balance, to the council
for allowance. After the claims are allowed by the council, the clerk shall
present check disbursement authorizations to the treasurer for payment of the
claims, designating the fund from which payment is to be made, and take proper
receipts.
3. The clerk shall not present check disbursement authorizations upon a fund
after the fund is exhausted. When a tax or money is levied, raised, or
appropriated, the clerk shall report the amount to the village treasurer,
stating the objects and funds for which it is levied, raised, or appropriated
and the amounts to be credited to each fund.
Clerk; duties (MCL 64.7)
Unless otherwise provided by ordinance the clerk shall do all of the following:
(a) Have charge of all the books, vouchers, and documents relating to the
accounts, contracts, debts, and revenues of the corporation.
(b) Countersign and register all bonds issued, and keep a list of all property
belonging to the village, and of all its debts and liabilities.
(c) Keep a complete set of books, exhibiting the financial condition of the
village in all its departments, funds, resources, and liabilities, with a proper
classification, and showing the purpose for which each fund was raised.
(d) Keep an account of all the money received for each of the several funds of
the village, and credit all check disbursement drawn, keeping an account with
each fund.
Duties; financial report to the council; contents (MCL 64.8)
Section 8. The clerk shall report to the council, whenever required, a detailed
statement of the receipts, expenditures, and financial condition of the village,
of the dept to be paid, and moneys necessary to meet the estimated expenses of
the corporation, and shall perform such other duties pertaining to his or her
office as the council may require.
Function subject to ordinance (MCL 64.8a)
Section 8a. The functions of the village clerk are subject to an ordinance
adopted under section 8 of chapter V.
Financial reports as described by the Michigan Department of Treasury uniform
accounting procedures manual, chapter 11
Balance sheet by fund Monthly
Detail revenue by fund-budget to actual Monthly
Detail expenditures by fund-budget to actual Monthly
(Fund balance program - 35 hrs per month)
List of bills to be approved for payment Usually the first meeting of the month
Separate list of bills paid prior to approval
Pursuant to a board or council approved
Policy Usually the first meeting of the month
(payment of bills / write vouchers - 7 hrs per month)
Additional duties of the Clerk of the Village of Nashville (appointed position,
salaried status)
The Clerk of the Village of Nashville shall serve as the Department head for the
office and shall submit a monthly written report of office activities. (1 hr per
month)
Additional duties shall include but not be limited to the following:
Maintain village office hours and customer service window
(available 35 hrs per week / 140 hrs per month average 1 hr per day / 20 hrs
per month)
Complete village records and reports (fund balance program - 35 hrs per month
same as above)
Administer and complete all village payrolls (3 hrs per week / 12-15 hrs per
month)
Maintain copies of all village orders (time varies)
Operate and maintain village machines and equipment (time varies)
Purchase and maintain office supplies (1 hr per month)
Process village mail, incoming and outgoing (average 1 hr per day / 20 hrs per
month)
Supervise all village general office activities
(available 35 hrs per week / 140 hrs per month average 1 hr per day / 20 hrs
per month)
Conduct research, compile information, and prepare reports on a variety of
subjects as requested
(time varies)
Assist in preparation of ordinances and resolutions as directed (time varies)
Compile department budget information and submit annual budget request. Monitor
expenditures and ensure appropriate purchasing procedures are utilized. Assist
with the preparation and review of the annual operating budget; conduct revenue
projections for budget; schedule hearings, advertisements and meetings on the
adoption of the budget to ensure compliance with local and state laws; develops
and completes budget document forms. Oversees investments and approves financial
and accounting transactions; reviews monthly financial reports; approves
invoices and signs vouchers. (New & amended budget work yearly 70 hrs in
addition to regular monthly fund balance work)
Provide administrative and secretarial support to President or Council members
as requested. Prepare correspondence and coordinate travel arrangements (time
varies)
Keep abreast of professional developments and technological advances in public
administration and election and records management through continued education
and professional growth. Attend conferences, workshops, and seminars as
appropriate. (1 week per year for 3 years for clerks training only; additional
time as needed)
Perform related work as required.
Prepare and post notices of public meetings and hearings and notify news media
of scheduled meetings. (1 hr per month)
Assist Township Clerk in election as needed and as required by State Law. (5 hrs
per year)
Receive and respond to requests for information from the President and Council,
Nashville citizens and the general public (time varies)
Work Elements
Keep and affix Village seal on official documents
Keep and maintain all documents, papers, village records and bonds
Attend all council meetings
Record, produce, and distribute council minutes and records
Record, maintain, and publish all village ordinances
Countersign and register all licenses
Make reproductions in accordance with the media records act
Administer oaths and affirmations
Serve as general accountant for the Village of Nashville
Copy, compile, input, and edit all records and reports including financial and
highway reports
Tabulate and post data in record books
Make complete financial reports to council as requested
Present all bills to council monthly for approval of payment. Utility bills
and bills supported by a purchase order and proof of receipt may be paid prior
to council meetings if discount date supersedes meeting date.
Assist Township Clerk in all village elections as outlined in the Michigan
election law.
Maintain village office hours of 9:00 am to 12:00 pm, and 1:00 pm to 5:00 pm,
Monday through Friday. Time to be used for village clerk and general office
clerical activities.
Compute payroll, calculate and file all federal and state payroll taxes
Copy and record all village purchase orders for merchandise or services
Answers questions of customers, clients, and employees as required
Oversees all billing and collection of village water and sewer
Prepare, issue, and send out receipts, bills and vouchers
Operate computer terminal to input and retrieve data
Operate office machines, such as: typewriter, computer, calculator, adding
machine, photocopier and fax machine
Request and oversee repairs to all office machines by approved vendor
Open and route all incoming mail. Answer correspondence and prepare outgoing
mail
Greet and assist all visitors to the office or service window
Perform any additional office duties as requested by the Village President
Supervisor Responsibilities
Directly supervise all office activities and employees (excluding village
treasurer or village treasurer activities). Carry out supervisory
responsibilities in accordance with the villages policies and applicable laws.
Responsibilities include interviewing, appraising work performance, rewarding
and discipline employees, and addressing complaints and resolving problems.
Required knowledge, skills, abilities, and minimum qualifications
Thorough knowledge of the laws, ordinances and other regulations pertaining to
records management, public information, elections, and general municipal
administration
Thorough knowledge of the rules of public meeting conduct
Thorough knowledge of village services, organizational structure and general
operation to effectively direct and assist the public
Skilled in accurately compiling and evaluating data and information, and
preparing clear and accurate reports
Skilled in maintaining complex record keeping and document retention systems
Knowledge of business English and math
Knowledge of State election codes
Ability to effectively communicate and exercise a high degree of diplomacy
Ability to attend meetings scheduled at night or at times other than regular
business hours
Ability to establish effective working relationships and use good judgment,
initiative and resourcefulness when dealing with the public, elected officials,
vendors and other employees
Other requirements
Certification as a municipal clerk must be initiated upon assuming the duties of
this classification
Must be able to manage multiple items at the same time; prioritize tasks; and
meet recurring and period time constraints; must be able to maintain
confidentiality
Must be bondable by a surety company
Certification as a notary public must be obtained after appointment to this
position
Physical demands
The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this 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 with other employees and the public. Some mobility within the office
and the ability to operate various office equipment is required.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision
abilities required by this job include close vision and the ability to adjust
focus.
Preferred education and/or experience
Associates degree in business, public administration, or related field from an
accredited college or university
Three years of progressively responsible experience in municipal government
administration, including experience as a supervisor.
Any equivalent combination of education and experience is acceptable
Work environment
The work environment characteristics described here are representative of those
an employee encounters while performing the essential functions of this 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 sits or stands in an office
or computer room.
The noise level in the work environment is usually quiet.
Selection guidelines
The duties listed above are intended only as illustrations of the various types
of work that may be performed. The omission of specific statements of duties
does not exclude them from the position if the work is similar, related or a
logical assignment to the position.
This job description does not constitute an employment agreement between the
employer and employee and is subject to change by the employer as the needs of
the employer and requirements of the job change.
This position is a salaried position. No compensation will be provided for hours
in excess of the 35 hours per week that the office is open. Additional evening
hours estimated at 5 hours per week may be required to complete the duties of
the Clerk including Council meetings at which the clerks attendance is required
and/or committee meetings which the clerk may be requested to attend.
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VILLAGE
OF NASHVILLE, MICHIGAN