VILLAGE CLERK/PERSONNEL OFFICER General Statement of Duties Performs statutory role of Village Clerk responsible for preparation and maintenance of official Village records; serves as personnel officer for the Village. Distinguishing Features of the Class An employee is this class is responsible for the maintenance and safekeeping of official public records. Work involves the responsibility for keeping the minutes of the Council meetings and for the publication, indexing, filing, and safekeeping of all Council proceedings in accordance with general statutes and local ordinances. Work also includes serving as Personnel Officer, providing benefits information to employees, interpreting personnel policies, recommending personnel actions, performing data entry, and related personnel tasks. Considerable tact, courtesy, and firmness are required in dealing with the public. Work is performed in accordance with North Carolina General Statutes, Village ordinances, codes, policies, personnel laws and regulations, and standard office procedures governing the responsibilities of municipal clerks. The employee works under the general supervision of the Village Manager. Work is reviewed through observation, review of records and files maintained as to their completeness and accuracy and by conferences. Duties and Responsibilities Essential Duties and Tasks Serves as custodian of all public records including ordinances, resolutions, contracts, agreements, and minute books. Executes legal documents by affixing the proper signatures of Village officials and attesting to their compliance with general statutes and local ordinances. Attends Council meetings and necessary committee meetings of the Council; writes minutes of these meetings; processes all ordinances, resolutions, and other actions of the Council. Serves often as liaison between the Village Manager and Council members with the public with respect to such matters as complaints, requests and suggestions; handles many of these issues unless direct involvement of a higher level official is required. Enrolls new employees in benefits and assists with and processes tax and other forms; disenrolls exiting employees and insures that COBRA and other requirements are met; maintains personnel files; assists employees with benefits questions and problems; assists employees with worker’s compensation claims, and prepares related records. Researches and recommends employee benefits programs and vendors. Provides interpretations and recommendations to management and staff regarding personnel actions consistent with personnel policy, laws, regulations, and court cases. Performs administrative duties for the Village Manager and Council members by handling correspondence, public inquiries, and mail for these officials. Prepares, composes, and types correspondence, letters, memorandums, and other directives for the Village Manager and other Village officials. Village Clerk/Personnel Officer Page 2 Arranges appointments, schedules, meetings, and conferences for the Village Manager or Council. Prepares legal advertisements, resolutions, and other official documents; insures meetings are properly advertized. Additional Job Duties Coordinates updates and maintenance of web site; operation and maintenance of TV news generator. Performs a variety of office support tasks to help the administrative offices function smoothly and keep all related Village departments informed of actions which have an impact on them. Performs related duties as required. Recruitment and Selection Guidelines Knowledge, Skills, and Abilities Thorough knowledge of North Carolina General Statutes and of local ordinances governing the responsibilities of Village clerks. Thorough knowledge of the organization and functions of Village government. Considerable knowledge of standard and approved practices and procedures employed in the processing, safekeeping and utilization of official Village records and documents. Considerable knowledge of standard modern office administrative practices and procedures; considerable knowledge of the principles of grammar, spelling, and composition. Considerable knowledge of payroll processes, benefits requirements and personnel related laws and regulations regarding employment, benefits, taxes, worker’s compensation, and related issues. Considerable knowledge of word processing and other related computer operations. Some knowledge of accounting principles and practices. Ability to interpret personnel and other municipal policies. Ability to exercise sound judgment in making decisions in conformance with laws, regulations and policies. Ability to take notes of the proceedings of official meetings and to prepare accurate minutes reflecting the actions taken. Ability to communicate effectively in oral and written forms. Ability to establish and maintain effective working relationships with elected and appointed officials, department heads, employees, and the general public. Ability to handle confidential information. Physical Requirements Must be able to physically perform the basic life operational support functions of reaching, pushing, lifting, fingering, talking, hearing, and repetitive motions. Village Clerk/Personnel Officer Page 3 Must be able to perform sedentary work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Must possess the visual acuity to compile and compute data and statistics, perform transcription tasks, operate a computer terminal, and do extensive reading. Desirable Education and Experience Graduation from an accredited college with a major in business, public administration, psychology, or related field, and considerable experience in office management, personnel, or municipal clerk work preferably including some experience in the safekeeping and care of public records and/or high level administrative assistant duties; or an equivalent combination of education and experience. Special Requirement Ability to obtain Municipal Clerk certification from the Institute of Government within four years of appointment.
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