TOWN CLERK – TOWN OF MADISON

The Town of Madison is seeking a Town Clerk.  The Clerk serves the Town Council and is responsible for coordinating the daily operations of the Town.  An effective Town Clerk must possess strong organizational and time management skills, strong written and verbal communication skills, knowledge of office management systems and procedures, and be able to perform complex administrative tasks.  Attention to detail and the ability to multi-task is a must. The ability to work well with the public is essential.  The Town Clerk is entrusted with fiscal responsibilities and records management. The Clerk must be available to attend regular evening meetings of the Council and other Town bodies. Supervisory experience is preferred. Some light lifting is required.  Business references, a good driving record and background check are required.  The applicant must have a high school diploma or a GED equivalent.  This is a full-time position with benefits to include Virginia Retirement, paid holidays and vacation/sick time.  This position’s starting salary range is $17-$18/hr. Interested persons should submit a cover letter and resume to Cassie Goodwin, 23 Washington Circle, Madison, VA 22727, or via fax 540-948-5994 or e-mail to townofmadison@verizon.net.  A job description is available at: townofmadisonva.com.

JOB DESCRIPTION

The Town Clerk is an employee of the Town of Madison, Virginia who is appointed by, and serves at the pleasure of, the Town Council.  The town clerk is directly responsible to the Mayor and Town Council and performs administrative tasks ranging from maintaining and keeping accurate town records, issuing licenses and permits, collecting taxes and supervising town staff. 

TOWN CLERK – GENERAL DESCRIPTION

An effective town clerk must possess strong record-keeping and organizational skills.  The Town Clerk collects revenue for the Town in the form of DMV revenue, real estate taxes, auto decal sales, meals tax, BPOL tax, permit fees and all other miscellaneous income.  The Town Clerk must account for the funds he/she receives on behalf of the Town and deposit the funds into a bank account in a timely fashion.  The Town Clerk is also responsible for keeping all employee records and paying all expenses on behalf of the town.  The Town Clerk is responsible for scheduling council meetings, preparing agendas, posting notices of public hearings, notifying attendees of the meetings, and attending to present reports and take minutes.  The Town Clerk also serves as a crucial link connecting the public to the Town government providing services to members of the public on behalf of the municipal government.

TOWN CLERK – JOB DUTIES AND RESPONSIBILITIES

The Town Clerk’s duties and responsibilities are varied and include providing administrative support to ensure efficient operation of the office.  He/she supports Town Council, the Planning Commission, and the Board of Zoning Appeals (BZA).  The Town Clerk is responsible for the supervision of town employees.  Other responsibilities include, but are not limited to:

  • Reply to telephone, email, and face to face inquiries from the public on a daily basis
  • Receive, sort, and answer mail daily
  • Maintain accurate contact lists
  • Develop and maintain computer and manual filing systems
  • Maintain office supplies (inventory and order as needed)
  • Coordinate repairs and purchases of office equipment
  • Generate income and expense reports to Town Council
  • Attend Town Council, Planning Commission, and BZA meetings
  • Record and maintain accurate minutes for Town Council, Planning Commission and BZA
  • Comprise written correspondence, copying, filing, etc. on behalf of the Town
  • Process building, zoning and sign permit applications
  • Process sub-division, variance, rezoning, and appeals requests
  • Process and mail auto decal, real estate, and BPOL tax  invoices
  • Maintain up-to-date employee timesheets, and track vacation, holiday and comp time

TOWN CLERK REQUIREMENTS

  • High school diploma or equivalent
  • Strong organizational and planning skills
  • Strong written and verbal communication skills
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and good problem-solving skills
  • Professionalism and dedication
  • Discretion and sound judgement
  • Be bondable and maintain a driver’s license
  • Teamwork
  • Patience

TOWN CLERK DAILY TASKS

  • Arrive to work promptly at 8:15 a.m.
  • Sign on to office computer
  • Open Madison Town Office at 8:30 a.m.
  • Check mail daily
  • Check emails regularly throughout day
  • Respond to mail, emails, and walk-in customers
  • Bank deposits as needed
  • Close Madison Town Office at 4:30 p.m.

TOWN CLERK WEEKLY TASKS

  • Employee time sheets – collect bi-weekly – verify hours
  • Payroll
  • File payroll through QuickBooks
  • Approve various applications, as needed

TOWN CLERK MONTHLY TASKS

  • Pay expenses (rent, utilities, attorney invoices, etc), as needed
  • File Virginia Retirement (VRS)
  • File Federal 941 monthly tax return
  • File VA monthly tax returns
  • Handle collection of meals tax
  • Prepare income and expense reports
  • Prepare agenda for Town Council, Planning Commission, and BZA meetings
  • Prepare minutes for Town Council, Planning Commission, and BZA meetings
  • Schedule meetings for Town Council, Planning Commission, and BZA
  • Balance check book

TOWN CLERK QUARTERLY TASKS

  • Quarterly expense checks to mayor and council
  • Quarterly auto expense checks to employees
  • Quarterly Federal 941 return
  • Quarterly Virginia Employment Commission return

TOWN CLERK ANNUAL TASKS

  • Handle collection of real estate, vehicle license and BPOL taxes and fees.
  • Apply for the Virginia Fire Grant -Madison County Volunteer Fire Department
  • File Annual W-3 Transmittal of Wage and Tax Statement to Social Security Administration along with copies of all employee W-2 forms
  • W-2 forms – employees
  • Document preparation for auditors