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Town of Brigham

Town Clerk/Treasurer

The Town of Brigham (pop. 1066) is currently recruiting for a full time Town Clerk-Treasurer. This individual will work collaboratively with Town staff, elected officials, and the community to continue the success the Town has experienced.

Duties and Responsibilities:

The ideal candidates for this key position must have a strong government accounting background and knowledge of statutory duties related to the Clerk-Treasurer’s office.  They will have knowledge and experience in the operation of municipal government including agenda and meeting preparation and recording of official minutes, payroll, accounts payable and receivable, administrative duties related to preparing and managing the budget as well as office practices, systems, and policies, election administration, real and personal property tax administration, among other responsibilities.

Minimum Requirements:

Candidate must possess a high level of integrity, leadership, problem solving and commitment to public service. Prefer candidate with municipal experience and the ability to obtain WCMC / WCPC certification. Candidate must be bondable.

Benefits:

Position offers a full benefit package including participation in WRS, health & dental insurance, and vacation and personal days.  Salary dependent on qualifications.

Interested candidates are encouraged to submit a cover letter, resume, credentials, salary requirements, and three professional references no later than Thursday, February 14th to: Jason Carden, Town Chair, 407 E. Cty Hwy ID, Barneveld, Wisconsin 53507.  For more information about the Town, please visit www.town.brigham.iowa.wi.us

DETAILED JOB DESCRIPTION:

Urgent tasks that are calendar-dependent:

January 2:  Accept nomination papers for Town Board candidates, and review them for completeness and accuracy.  Notify candidates, and the press as requested.  Within one week, notify the candidates when/time you will be drawing names to determine ballot order.  Send a certificate of nomination to the County Clerk.

January 2 - February 5:  Collect, document and deposit property tax and dog license payments.

January 12 - 15:  Disburse January tax settlement checks to all taxing jurisdictions: Barneveld School District, Pecatonica School District, Dodgeville School district, Southwest Vocational School and Iowa County.

January 15 - February 15:  Coordinate the Town’s annual audit with Johnson Block staff.

By January 15th – Submit all programming and ballot details to ES&S.  Prepare for February Election.

January 15 - February 28:  Manage the spring primary election, including submitting specific candidate data for the Town Board, mailing and processing absentee ballots, scheduling and training election workers, and submitting requested data to Iowa County, WisVote, and Election Systems & Software etc.  The election is the third Tuesday of February.

February 2 - 6:  Submit property tax collection data (for January’s collections) to the Iowa County Treasurer.  Do Final Settlements.

February 12 - 18: Disburse February tax settlement checks to all taxing jurisdictions: Barneveld School District, Pecatonica School District, Dodgeville School district, Southwest Vocational School and Iowa County.

By March 15th – Submit all programming and ballot details to ES&S.  Prepare for April Election.

March 1 - April 15:  Manage the spring general election, including mailing and processing absentee ballots, scheduling and training election workers, and submitting data to Iowa County, WisVote, Election Systems & Software, etc.  The election is the first Tuesday of April.

April 1 - 21:  Coordinate the Town’s Annual Meeting, which is the 3rd Tuesday of April.

April 1 - June 30:  Coordinate the renewal of liquor licenses, operator’s licenses, cigarette licenses. Publish as required by law.  Do necessary background checks.  Issue these licenses after Town Board approval.

April 2 - 15:  Send notices to Town Board election winners; administer the oath of office to them.

April 15 -  May 7:  With the Public Works Supervisor & Town Board, coordinate the Town’s Annual Clean Sweep (the event itself takes place in early spring).  This includes reserving dumpsters, etc.  Coordinate with high school kids who want to work.

April 20 - 30:  Submit the previous year’s recycling grant data to the State.

April 20 - 30: Submit unpaid personal property tax reimbursements to appropriate taxing jurisdictions.

May 1 - June 30:  Coordinate the assessment process with Randy Edge (including the Open Book and Board of Review).

July 1 - 15:  Submit liquor license data to the State.

By July 15th - Submit all programming and ballot details to ES&S.  Prepare for April Election.

July 15 - August 31 (only in even-numbered years):  Manage the fall primary election, including mailing and processing absentee ballots, scheduling and training election workers, and submitting data to Iowa County, WisVote, Election Systems and Software, etc.  The election is the second Tuesday in August.

September 1 - November 15:  Manage the Town’s annual budget process, including creating a draft budget, calculating the Town’s levy limit, setting up a working Board budget meeting in mid-October, setting up the Town’s Annual Budget meeting in November, etc.

 

September 15 - 30:  Submit recycling grant application to the State for the subsequent year.

 

By October 15th - Submit all programming and ballot details to ES&S.  Prepare for April Election.

 

October 1 - November 15 (only in even-numbered years):  Manage the fall general election, including mailing and processing absentee ballots, scheduling and training election workers, and submitting data to Iowa County, WisVote, Election Systems & Software etc.  The election is the first Tuesday after the first Monday in November.

 

November 15 - 30:  Submit property tax information to Iowa County, (including levy limit worksheets) so they can print tax bills.

 

December 1 - 8:  Set up the next year’s budget in QuickBooks.

 

Prior to picking up tax bills – obtain Treasurer’s Bond

 

December 1 - 8:  Mail property tax bills.

 

December 1 - 14:  Calculate imputed income, and apply it to the next paycheck (for the full-time employees).  This must be processed on one of the two paychecks dated in December.

 

December 1 - 15:  Create new folders for the subsequent calendar year, including bi-weekly payroll files, and folders for vendors (for bills paid).

 

December 8 - 14 (only in odd-numbered years):  Submit list of qualified election workers to the Town Board for approval.  Once approved, administer the oath of office to the election workers who were approved for the next two-year election cycle.

 

December 8 - 31:  Collect, document and deposit property tax payments.

 

December 29 - 31:  On the last work day of the year: make a regular bank deposit, make a year-end property tax deposit for all payments received that day, pay all bills on hand and mail out the checks for those bills.  At the end of the business day there should be no money in the town office, and all bill payments should be in the mail.  Make sure all transfers between accounts have been done – both at the bank and within QuickBooks.

 

On December 31 or very soon thereafter:  Create a Resolution for the Town Board to adjust the budget numbers from the previous year.


 

Urgent tasks, less dependent on the time of year:

 

  • Check and respond to voice-mails, emails, and snail-mail on a daily basis.
  • Process payroll.  This is done every other week.
  • Pay Town bills.  This is done prior to every Town Board meeting, which takes place the 1st Wednesday of every month.
  • Coordinate Town Board meetings.  This includes posting agendas, preparing meeting packets for Board members, and taking meeting minutes.
  • Coordinate Plan Commission meetings.  This includes posting agendas, and preparing meeting packets.  These meetings take place the 3rd Tuesday of every month.
  • Working with the Plan Commission, coordinate logistics for variances, CUPs, rezones, etc.
  • Submit monthly data and applicable payments for Retirement, Health Insurance, Life Insurance and Dental Insurance for applicable employees.
  • Perform monthly accounting adjustments
  • Complete and return real estate inquiries, as requested.
  • Stay current on Certification Hours for Managing Elections
  • Entry into SVRS and WisVote before and after all elections.

Less urgent tasks, but still important:

Manage the Town’s outlay accounts.

  • Manage the Town’s operational finances throughout the year, working within the approved budget.  This includes providing the Town Board with a first quarter treasurer’s report, a second quarter treasurer’s report, and a draft budget in early October for the subsequent year.
  • Manage the Town’s cash, by using a combination of the checking account, investment accounts and loan accounts – all currently at The People’s Community Bank
  • Balance the Town’s checking account and investment accounts monthly.
  • Coordinate the 2020 U.S. Census with the federal government, state government and Iowa County (in 2019 & 2020).
  • Appropriately respond to complaints from Town residents, as needed.
  • Coordinate the Town’s drug testing program with BellinHealth.
  • After certifying on line ~ the Fire Dues for Brigham, accept fire dues from the State, and pay that same amount forward to the Fire Department (once a year).
  • Review and manage the Town’s property and casualty insurance coverage, including Workers Compensation.  This will include doing the annual audits.
  • Work with the Town’s attorney, Larry Bechler from Murphy,Desmond, as needed.
  • Produce and distribute a Town newsletter, once a year – with the tax bills
  • Create new or edit existing Town ordinances on behalf of the Town Board.
  • Work with Town Board on the update of the Town’s personnel manual, as needed.
  • Order office supplies, as needed.
  • Oversee the administration of the Town’s contract with Town & Country for the collection of trash and recycling.
  • Monitor renewal of contracts with Iowa County, Village of Barneveld, Randy Edge
  • Work with the Wisconsin Municipal Clerks Association and Wisconsin Towns Association, as needed.
  • Coordinate the following processes with the Town’s Plan Commission, Town Board and Iowa County Zoning: parcel splits, variances, conditional use permits, zoning changes.
  • Work with Southwest Wisconsin Regional planning staff to administer the Town’s cooperative plan.
  • Update the Town’s website, as needed.  This includes posting all agendas, minutes, notices, election material and any other document of interest to the public.
  • Work with the Town’s building inspector, as needed.
  • Be the liaison for fire and EMS services, provided by the Barneveld-Brigham Fire Rescue.
  • Receipt payments for a variety of reasons.
  • Process bank deposits, usually twice per month.
  • Manage the petty cash.  Receipt and balance at least on July 1 and December 31.
  • Manage annexations, as they arise.
  • Purge records from the office file cabinets at least every other year.  (in appropriately-marked boxes).  Recycle or keep other documents in the file cabinets, as appropriate.
  • See to it the Town’s computer data is backed up.
  • Write drafts, and then subsequently edit, any Town Board resolutions as needed.
  • Manage town office equipment, including computers, printers, fax machine, and copy machine. This includes submitting monthly “counts” to those requesting them.
  • Manage the Town employees’ personnel files.
  • Install and/or upgrade computer software programs.
  • Monitor the expiration dates of the Plan Commission members, Fire District board members

 

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