Village Clerk/Treasurer

esponsibility for all aspects of the business office. Oversees the day to day operation in the Office receipt of payments, answering telephones, residents complaints and assistance requested on Village Codes or ordinances. Incoming/Outgoing mail and correspondence.Responsible for responding, as needed, to calls or written messages for the Board and Village President and contacting them if an immediate response is necessary to a complaint or request.Responsible for the miscellaneous office duties performed by others, including filing, copying, correspondence, outgoing mail, vendors licenses and other clerical duties. Overseeing that blank forms, employment applications, building and zoning permit applications and any forms required by the general public are readily available to them.Directs jobs to be completed by the Deputy Clerk and part-time Clerk.Accounting FunctionsThe Village Clerk oversees the work of the Deputy Clerk to include water/sewer billings, accounting and past due notices or shut-offs; property tax collections, accounting and past due notices; payrolls and Trust and Agency accounting.Responsible for the categorizing and review of all invoices, recording of same and payment thereof.The Village Clerk is responsible for all accounting requirements for the general, water, sewer, joint, capital and reserve funds.Responsible for check writing and checkbook balancing for all of the above accounts.Responsible for the preparation of monthly reports as necessary and annual reports to Audit and Control.Responsible for the preparation of and/or overseeing the preparation of purchase orders for department heads.Responsible for the preparation of Village Budgets and attendance at all worksessions on same.Responsible for the analysis of the budget expenditures and revenues.Responsible for the preparation of the Village of Carthage Annual Financial Report to NYS Comptroller Office and the Annual Financial Report for the Village of Carthage/Village of West Carthage Water Pollution Control Facility Annual Financial Report.Planning BoardThe Village Clerk oversees the work of the Deputy Clerk as it relates to the Planning Board and its procedures.Village BoardThe Village Clerk attends all meetings of the Village Board and the Joint Wastewater Board. The Clerk is responsible for the minutes of the Village and Joint Board meetings; preparation of Agenda items; and responding to letters and other items received by the Board as directed.Other Duties/ResponsibilitiesResponsible for responding to claims brought against the Village and assessing the claims contents for response by the appropriate department. Works with the Village insurance carrier, investigators, and Attorneys on said claims.The Village Clerk is responsible for Inventory Control and maintaining fixed assets records.Preparation of all required legal notices and filing with the newspapers.Permitting and licensing as required by Village Codes in addition to working within Village Codes and Policies. Preparation of Bell Jar licensing and permits and licenses to hold Games of Chance events.Assists with grants and reporting requirements.Works with the Village Attorney and others hired by the Board such as Engineers, Architects, and outside Contractors. Works with other agencies of the Village.Works with auditors, the State Comptrollers Office, NYCOM and other State Agencies.The Village Clerk is the records access officer and must respond to Freedom of Information (FOIL) requests in a timely manner as required by law.The Village Clerk is the Registrar of Vital Statistics and in addition to the Deputy Registrar, performs all duties relating to the birth and death records of the Village of Carthage.The Village Clerk shall possess a Notary Public stamp.