Job Description
The Deputy Village Clerk performs a variety of clerical, administrative, and bookkeeping work for the Village of Claycomo and acts as the Village Clerk during the Village Clerk’s absence. The Deputy Village Clerk serves as a frontline representative for the Village — interacting with residents, vendors, and customers at the Village office and by phone and email, and processing permits and business licenses. They perform basic accounting and bookkeeping tasks, such as processing invoices and bills, and recording transactions in QuickBooks. They also keep the Village’s files and official records organized, and assist the Village Clerk in preparing agendas, minutes, and materials for the Board of Trustees.

Duties and Responsibilities
• Serves as the frontline customer service representative for the Village — interacts with residents, vendors, and customers who visit, call, or email the Village office; processes requests for applications for various permits and licenses; answers questions and directs concerns to appropriate members of the Village staff.
• Assists Village Clerk with the preparation and delivery of Village communications, including mailings, newsletters, and postcards. Assists with keeping the Village of Claycomo website updated.
• Processes incoming park and community room reservations and maintains park and community room calendar for all reservations and events.
• Assists Village Clerk with maintaining official records — responsible for scanning documents into the Village’s digital archive; attends Village council meetings and prepares minutes; handles record management duties such as obtaining signatures for Board-approved documentation, archiving, or destroying records according to the Missouri Secretary of State’s retention schedule, and keeping the Village’s files organized and accessible.
• Assists with various accounting duties as requested by the Village Clerk. Processes invoices, creates bills for payment, and records transactions using the Village’s QuickBooks accounting software.
• Assists in processing all residential/commercial inspections and occupancy permits; building, sign, and fence permits; and business license applications. Manages annual business license renewal process.
• Assists with writing business letters, reports, office memoranda, and resident email notifications.
• Helps with clerical support and organization of Park Committee Events as assigned by the Village Clerk. Supports committees and staff in planning for Village-sponsored events.
• Prepares supporting documents for all Boards and Commissions meetings; makes appropriate copies needed for that Board, Village staff, and filing purposes.
• Maintains inventories, including office equipment/furniture, signs, streetlights, and keys, and issues keys for the Village staff and Board of Trustees.
• Performs any other duties as assigned by the Village Clerk. This job description and example of duties is representative in nature and in no way implies these are the only duties which may be assigned.

Knowledge, Abilities, and Skills
• Able to provide a high level of service to residents, vendors, customers, and members of the Village staff and Board of Trustees. Understands the unique demands and responsibilities of public sector organizations.
• Knowledge of modern office practices, procedures, computer systems, and equipment.
• Proficient in Microsoft Word, Excel, and QuickBooks. Experience with Gmail, using a website CMS, and managing social media accounts is a plus.
• Ability to process routine accounting transactions, maintain records, and prepare reports.
• Excellent verbal and written communication skills with the ability to prioritize and manage multiple projects and tasks.
• Ability to establish and maintain effective working relationships with Village officials, administration, fellow employees, and the public. Must have a customer service-focused mindset.
• Ability to attend evening committee and board meetings when Village Clerk is absent.

Training and Experience
• High school diploma or GED required. Additional training in business, accounting, or public administration preferred.
• Two years of experience in performing varied administrative, clerical, and/or bookkeeping tasks, or any equivalent combination of training and experience.

Compensation
• The starting salary for this position is $15 per hour.

Reference : Deputy Village Clerk jobs

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