Village of Elk Rapids Village Clerk 2023 2023
Village of Elk Rapids, Michigan Located 15 miles north of Traverse City, along the alluring shoreline of Elk Lake and the Grand Traverse Bay, the Village of Elk Rapids (population 1,529) is seeking a new Village Clerk. Elk Rapids is considered by many as the epicenter of Pure Michigan. Downtown Elk Rapids is filled with quaint shops and restaurants. The community's waterfront is simply spectacular. The opportunity to serve Elk Rapids is considered a high honor. Elk Rapids is truly a Michigan gem. Having a first-class hospital 20 miles away and an incredible airport just 15 miles away. And then of course, there’s the pristine waters of East Bay, Elk Lake, Torch Lake, Lake Skegemog, Bass Lake and Birch Lake, each of which are minutes away from downtown. The Village Clerk will be tasked with the responsibilities of the Village Charter. Some of the major duties include record keeping, minutes, resolutions, grant writing, bidding processes, Code of Ordinances, agenda preparation, annual budget and audit oversight, website and communications and FOIA Coordinator. The Village Clerk reports directly to the Village Manager. We welcome your interest in joining the Elk Rapids' team! Interested Applicants must submit their resume, cover letter and five professional references to Frank L. Walsh, Walsh Municipal Services, LLC at walshmuni@gmail.com. The deadline to apply is 5:00 P.M., Friday, February 2, 2024. Please indicate in your cover letter whether or not you are requesting confidentiality as permitted under the Michigan Open Meetings Act. The Village of Elk Rapids is an Equal Opportunity Employer.
JOB DESCRIPTION
VILLAGE CLERK Supervised by:
Village of Elk Rapids Clerk Department Village Manager
Supervises:
Deputy Clerk
Compensation:
Location:
Elk Rapids Government Center
Benefits Eligible:
Yes
Last Updated:
December 2023
Telecommuting Eligibility:
Not eligible for telecommuting.
Department:
Position Type:
Full-Time, Non-Union
FLSA Status:
Exempt $60,000- $70,000 salary DOQ
GENERAL SUMMARY: Responsible to aid the Village Manager in the proper administration of all the affairs of the Village. Maintain a record of Council proceedings, and perform related work as assigned or required. Perform clerk-related human resource duties as assigned by the Village Manager.
QUALIFICATIONS: 1. Professional written and verbal communication skills. 2. Proficient in technology platforms such as Microsoft 365, Adobe Suite, web management and social media management. 3. Time and project management: ability to multi-task and prioritize work. 4. Personnel management skills, team building abilities. 5. Accounting and financial management skills. 6. Grants management experience. 7. Bachelor’s degree in public administration is preferred or 5 years related experience. 8. Licensed to operate a motor vehicle in the State of Michigan.
RESPONSIBILITIES AND DUTIES: An Employee in this position may be called upon to do any or all the following: These examples do not include all the tasks which the Employee may be expected to perform: Village Clerk Responsibilities
A. General Law Village Act (Village Charter) 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.
2. The clerk shall record all the proceedings and resolutions of the council, and shall record, or cause to be recorded, all the ordinances of the village. 3. The clerk shall countersign and register all licenses granted. 4. 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. 5. The clerk may administer oaths and affirmations. 6. The clerk shall be the general accountant of the village.
B. Code of Ordinances 1. A The village clerk shall perform those statutory duties and responsibilities as set forth in Public Act No. 3 of 1895 (MCL 63.1, 64.1, 64.5, 64.6, 64.7, 64.8 et seq.).
2. In addition to those statutory duties and responsibilities as set forth in state law, the village council or the village manager may establish further duties and responsibilities for the village clerk as may be required from time to time which include but are not limited to: a. Attend all regular and special village council meetings and record council proceedings. b. Prepare and process official minutes of council meetings. c. Maintain minutes, resolutions, ordinances, contracts, deeds, and other village council documents. d. Administer oaths of office and sign official documents. e. Conduct all public bidding processes. f. Answer inquiries, handle complaints, provide explanation of taxes, special assessments, rates, fees, ordinances, resolutions and council actions in a timely, professional and courteous manner; and g. Perform related duties as required by the village manager.
C. General Responsibilities 1. Assist Manager with enforcement of all Village laws, ordinances, contracts, and franchises. 2. Prepare packet information and attend all meetings of the Village Council; attend Commission meetings when requested. 3. Record Council proceedings; prepare and process official minutes of Council meetings. 4. Record management: maintain minutes, resolutions, ordinances, contracts, deeds, and other Village or Council documents. 5. Assist Village commissions with public hearing requirements. 6. Prepare annual Office Administration Budget. 7. Serve as “Freedom of Information Act” coordinator per Act No. 442 of PA 1976 as amended. 8. Coordinate official communication efforts including website announcements, drafting press releases, quarterly newsletter, etc. 9. Assist Treasurer with annual audit with auditing firm and staff as needed. 10. Assist Manager, Council, Treasurer, and public with analysis, preparation, publicity, and issuance of general or special debt instruments. 11. Conduct all public bidding processes. 12. Update and maintain village website, including requested social media applications.
13. Perform such other duties as the Village Council or Village Manager may direct that naturally pertain to the general management of Village affairs. 14. Be a flexible, adaptable, and supportive teammate.
TOOLS AND EQUIPMENT USED: Personal computer, including word processing, data-based software, calculator, phone, copy machine, fax machine.
PHYSICAL DEMANDS: While performing the duties of this job, the Employee is frequently required to sit, talk or hear.
WORK ENVIRONMENT: Professional office environment where duties are shared between office, field duties, public speaking, and training.