Description
Assist the Township Clerk and Township Manager in the day-to-day management of Clerk’s department functions and staff. Administer Township elections as directed by the Clerk. Perform a variety of administrative functions and assist the Township Manager and other departments.
Perform related work as required.
Supervision Received: Clerk’s functions and election duties are performed under the direction of the Township Clerk. General administrative work is performed under the direction of the Township Manager.
Per state statute, the Deputy Clerk must be appointed by the Township Clerk.
ESSENTIAL FUNCTIONS:
1. Maintains “Code of Ordinances” in conjunction with General Code.
2. Prepares Board of Trustee meeting agendas and recording minutes.
3. Attend all Board of Trustee meetings and possible other department meetings that may occur outside normal business hours.
4. Coordinate and maintain proper systems for township meeting broadcast, recording and playback.
5. Handle the administrative and clerical tasks required to keep official records of board meetings accurate and accessible.
6. Prepares and maintains permanent records of Township minutes, resolutions, ordinances and other matters resulting from Board actions.
7. Responsible for the oversight and maintenance of all voter records in master card file and on the Qualified Voter File on a daily basis.
8. Assists in all election activities leading up to Election Day at the direction of the Clerk
9. Administers and oversees all aspects of the Cemetery, including revenue collection, assignment of lots, records management, database and map updates.
10. Coordinate with residents, funeral directors and monument companies in the planning of burial ceremonies and marker placements.
11. Serves as Manager of the Passport Acceptance Facility to accept and process passport applications; submits Annual Certification and complete the annual passport training.
12. Demonstrates courteous and cooperative behavior when interacting with public and staff; acts in manner that promotes a harmonious and effective workplace environment.
13. Responsible for the administration of other public services as assigned by the Township Manager or his/her designee.
14. Perform other duties as assigned.
Requirements
- Knowledge of the laws, regulations, and procedures dictating the election process.
2. Knowledge of the laws, regulations, ordinances and policies dictating the statutory responsibilities of the Clerk in a Michigan Township.
3. Ability to organize, prioritize and work independently.
4. Good telephone and communication skills.
5. Produce work in a timely manner in an environment where interruptions are constant.
6. Ability to establish and maintain effective working relationships with fellow employees.
7. Good reading, writing, and math skills.
8. Excellent computer skills, including Microsoft Office package, BSA.net software package and electronic Qualified Voter File.
9. Strong ability to listen to, empathize and provide excellent customer service to Township residents
MINIMUM EDUCATION & BACKGROUND:
- High School diploma (minimum 18 years of age).
- Must have a minimum of 3 years of experience in municipal government or related educational training.
- U.S. Passport Certification within six (6) months of hire.
- Valid State of Michigan Driver’s License.
