CLERK-TREASURER
Cindy Schmitz |
DEPUTY CLERK-TREASURER
Debra Seaton |
Office of the Clerk-Treasurer
The Town Clerk-Treasurer’s office is the “Information Hub” providing information to all town departments, residents, and general public without exception. The Clerk-Treasurer is called upon several times daily, to provide a service or information.
The following is a list of Clerk-Treasurer duties & responsibilities put out by the Indiana League of Municipal Clerk’s and Treasurers.
Administrative
Clerk to Town Council preparing minutes and agenda items
Preparation and creation of ordinances and resolutions
Supervising staff
Maintain records for Variances, Special Use Permits, Rezoning, Sub-division plats, Pet Licenses, Solicitor Permits, Golf Cart Permits, IDEM Permits, Tax Abatement filings, etc.
Receptionist for the community taking questions and messages for the Town Council, employees & department heads
Clerk-Treasurer of the Ordinance Violations Bureau
Scheduling meetings with insurance agents and various vendors
Handling all liability, equipment damage and theft insurance claims
Administrator for the town drug and alcohol policy and maintain drug screen records and scheduling for DOT and Non-DOT employees
Administers oaths & performs marriages
Performs research on numerous topics
Organizes meetings when needed
Orders office supplies and makes decisions based on office needs
Safeguards all official records of the town
Understanding and researching laws affecting all town matters
Safeguarding the Town Seal
Maintain Maple Grove Cemetery records & issue lot deeds
Disaster Recovery Administrator
Human Resources for the town employees
ADA Coordinator
Advertisements
Notice of meetings
Bids & other legal notices
Budget Ads
Public Hearings
Annual Financial Report
Job openings
Financial
Administer all town funds
Budget preparation with all data entered in Gateway & tax rate fund distribution
Bond records and payments
Prepare Annual Report for SBoA (CTAR)
Fund Transfers
Bank Reconciliation
Federal & State audits
Preparation & payment of claim vouchers for all departments
Fixed assets ledger & department inventories
Investments, leases & loans
Police Pension Board Secretary/member
Filing sewer liens
Overseer of monies being spent by department heads and a manager of finding ways to cut costs and create revenue
Accounts Receivable- Ordinance violation fines, accident reports, gun permit fees, property taxes, excise tax, cigarette tax, alcohol beverage tax, ABC gallonage tax, Local Road & Street distributions, MVH state distributions, park pavilion & community building rental, cable franchise revenue, pole rental, cemetery lots/ grave openings & closings, ambulance billing revenue, and fire billing revenue. Utility bill collections including water, wastewater, electric, storm water fees and garbage collection
Personnel/Payroll
Prepare & distribute payroll
Process all PERF/ Pension payments online
Calculate taxes and other withholding
Prepare 1099’s, W-2’s, & W-4’S
Maintain and update confidential employee files containing service records, job descriptions, certificates, insurance information, tax information, PERF/Pension records, evaluations, disciplinary records, drug testing results
Maintain and update employee payroll records accounting for benefits- PERF & Police Pension, health insurance, life insurance, dental insurance, eye insurance, supplemental insurance, cell phone, overtime, vacation, sick days, holidays, personal days, bereavement days, jury duty, medical leave, military leave, longevity, unemployment benefits, worker compensation claims, and garnishments
Technology
Purchase, maintain, & operate computers, accounting software, printers, scanners, copiers, fax machines, typewriters, adding machines, handheld meter readers, & recording equipment. Knowledge and training on creating word documents and excel spreadsheets.
Grant Management
Assist with writing
Administration
Financial Management
Provide reports as required
Federal audit
Utility Billing
Prepare, print and send bills
Send penalty notices
Create summary billing reports
Corporate tax calculations for IDR payments
Sales tax calculations for IDR payments
Consumption reports
Apply rates as they change
Sending “Leak” letters for customers with unusual amounts of water used
Miscellaneous Billing (Invoicing) & Duties
Ambulance billing – Electronic and direct billing to Medicare/Medicaid and private insurance companies
Fire billing & reporting to the State
Park mowing
Miscellaneous utility billing
Water & Sewer taps
Underground services
Collections
Demand customer billing
Maintaining meter deposit register & refunds
Writing and maintaining work orders for utilities and street department
Correspondence
Write and or approve all correspondence
Maintain electronic invoicing
Communications with various groups and individuals through email
Handling written requests for information
Education and Training
It is the direct responsibility of the Clerk-Treasurer to attend State Board of Accounts meetings annually and to attend conferences and various topic related meetings when scheduled. Continuing education is a must In order to keep up with this ever evolving job.
Administrative
Clerk to Town Council preparing minutes and agenda items
Preparation and creation of ordinances and resolutions
Supervising staff
Maintain records for Variances, Special Use Permits, Rezoning, Sub-division plats, Pet Licenses, Solicitor Permits, Golf Cart Permits, IDEM Permits, Tax Abatement filings, etc.
Receptionist for the community taking questions and messages for the Town Council, employees & department heads
Clerk-Treasurer of the Ordinance Violations Bureau
Scheduling meetings with insurance agents and various vendors
Handling all liability, equipment damage and theft insurance claims
Administrator for the town drug and alcohol policy and maintain drug screen records and scheduling for DOT and Non-DOT employees
Administers oaths & performs marriages
Performs research on numerous topics
Organizes meetings when needed
Orders office supplies and makes decisions based on office needs
Safeguards all official records of the town
Understanding and researching laws affecting all town matters
Safeguarding the Town Seal
Maintain Maple Grove Cemetery records & issue lot deeds
Disaster Recovery Administrator
Human Resources for the town employees
ADA Coordinator
Advertisements
Notice of meetings
Bids & other legal notices
Budget Ads
Public Hearings
Annual Financial Report
Job openings
Financial
Administer all town funds
Budget preparation with all data entered in Gateway & tax rate fund distribution
Bond records and payments
Prepare Annual Report for SBoA (CTAR)
Fund Transfers
Bank Reconciliation
Federal & State audits
Preparation & payment of claim vouchers for all departments
Fixed assets ledger & department inventories
Investments, leases & loans
Police Pension Board Secretary/member
Filing sewer liens
Overseer of monies being spent by department heads and a manager of finding ways to cut costs and create revenue
Accounts Receivable- Ordinance violation fines, accident reports, gun permit fees, property taxes, excise tax, cigarette tax, alcohol beverage tax, ABC gallonage tax, Local Road & Street distributions, MVH state distributions, park pavilion & community building rental, cable franchise revenue, pole rental, cemetery lots/ grave openings & closings, ambulance billing revenue, and fire billing revenue. Utility bill collections including water, wastewater, electric, storm water fees and garbage collection
Personnel/Payroll
Prepare & distribute payroll
Process all PERF/ Pension payments online
Calculate taxes and other withholding
Prepare 1099’s, W-2’s, & W-4’S
Maintain and update confidential employee files containing service records, job descriptions, certificates, insurance information, tax information, PERF/Pension records, evaluations, disciplinary records, drug testing results
Maintain and update employee payroll records accounting for benefits- PERF & Police Pension, health insurance, life insurance, dental insurance, eye insurance, supplemental insurance, cell phone, overtime, vacation, sick days, holidays, personal days, bereavement days, jury duty, medical leave, military leave, longevity, unemployment benefits, worker compensation claims, and garnishments
Technology
Purchase, maintain, & operate computers, accounting software, printers, scanners, copiers, fax machines, typewriters, adding machines, handheld meter readers, & recording equipment. Knowledge and training on creating word documents and excel spreadsheets.
Grant Management
Assist with writing
Administration
Financial Management
Provide reports as required
Federal audit
Utility Billing
Prepare, print and send bills
Send penalty notices
Create summary billing reports
Corporate tax calculations for IDR payments
Sales tax calculations for IDR payments
Consumption reports
Apply rates as they change
Sending “Leak” letters for customers with unusual amounts of water used
Miscellaneous Billing (Invoicing) & Duties
Ambulance billing – Electronic and direct billing to Medicare/Medicaid and private insurance companies
Fire billing & reporting to the State
Park mowing
Miscellaneous utility billing
Water & Sewer taps
Underground services
Collections
Demand customer billing
Maintaining meter deposit register & refunds
Writing and maintaining work orders for utilities and street department
Correspondence
Write and or approve all correspondence
Maintain electronic invoicing
Communications with various groups and individuals through email
Handling written requests for information
Education and Training
It is the direct responsibility of the Clerk-Treasurer to attend State Board of Accounts meetings annually and to attend conferences and various topic related meetings when scheduled. Continuing education is a must In order to keep up with this ever evolving job.