Description
Under the general direction of the Village Manager, assists with a range of management and treasury services, including front office operations, customer service, and cash receipting. Actively works with the Clerk/Treasurer and assists other Village Departments as assigned.
1. Assists in developing and recommending policies and procedures, internal controls, and goals and objectives in accordance with organizational needs, Village directives, and legal requirements.
2. Assists in tax and utility billing along with cash receipting.
3. Assists the Village Clerk/Treasurer in providing administrative and clerical support to the Village Council, boards, commissions, and committees. Prepares agendas and packets, attends meetings, records and prepares meeting minutes, researches information requests, and performs related duties.
4. Assists in processing accounts payable and accounts receivable. Verifies invoices, obtains approvals, and processes payments. Generates invoices for various non-tax or utility related Villages services. Tracks payments and account status and makes collection efforts when necessary.
5. Performs the duties of the front office staff as operational needs demand. Helps residents, receives payments, and answers phones. Serves as back-up to office staff as needed.
6. Establishes and maintains effective relationships with other departments, citizens, Village officials, employees, and others.
7. Conducts research, prepares reports, and completes special projects as assigned including calendars, informational publications, and Village website updates.
8. Keeps abreast of modern developments, evolving issues, and changing legislation and policies in public administration through continued education and professional growth. Attends conferences, workshops, and seminars as appropriate.
9. Performs related work as required.
Requirements
- A Bachelor’s Degree in public administration, business administration, or a similar field is required. A combination of education and experience may be considered.
- Thorough knowledge of Village services, organizational structure, and general municipal operations to effectively direct and assist the public.
- Thorough knowledge of the Village Charter and official Village policies, the rules of public meetings conduct, and the laws and ordinances governing open meetings, record keeping, and public information.
- Knowledge of general accounting principles, procedures for handling money, accounts payable, and BS&A software.
- Knowledge of general office operations and clerical procedures and practices.
- Skill in taking minutes, compiling, and evaluating data and information, and preparing clear and accurate reports.
- Skill in the use of office equipment and technology, including computers, specialized financial systems, and other related software, and the ability to master new technologies.
- Skill in responding to public inquiries and internal requests with a high degree of diplomacy and professionalism.
- Ability to communicate effectively and present ideas and concepts orally and in writing, and make presentations in the public forum.
- Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with employees, Village officials, professional contacts, the media, and the public.
- Ability to exercise a high degree of diplomacy and work effectively under stress in contentious or confrontational situations.
- Ability to critically assess situations, problem-solve, and work within deadlines and changes in work priorities.
- Ability to attend meetings outside of normal business hours and travel to other locations.
