Provides front line customer service to citizens at front window and on the telephone. Responsible for management of all City records, and overseeing the creation of all ordinances and resolutions, assuring that copies of all documents are maintained in the central files. Acts as the statutory, official record keeper for the City, secretary to Mayor and Council, and the liaison between the citizens and their local government. Administrator of all aspects of Elections.
Supervisory Responsibilities of Position: This position supervises the poll workers and special registration deputies and other election helpers (recruits, hires and determines their compensation). Authorized by Statutes to appoint deputy clerk and appoint municipal board of canvassers.
- Primary office representative providing customer service to citizens at front window and on the telephone, directing them to desired services
- Serve as records manager; keep up to date on public records law, act as custodian of most City records; maintain City records and record tracking system (LaserFiche), maintain codification of ordinances, maintain special assessment records
- Serve as administrator of elections, maintain Wis Vote System including maintenance of voter records, poll lists and post election reports, coordinating activities of poll workers and other election officials, establish biannual election board list, test election equipment, coordinate election activity with County and School District Clerks, and Wisconsin Elections Commission (WEC), and recommend purchase of election equipment and placement of polling places
- Prepare reports as required by State and County governments regarding property assessments, elections, work permits, licensing, annexations and other matters
- Assist Finance Committee in matters pertaining to licensing, elections, and records management
- Serve as Secretary to the Common Council and Board of Appeals; attend evening Committee/Commission/Council meetings and record minutes as requested, prepare agendas, assemble meeting packets, publish legal notices, minutes, and ordinances; process petitions and nomination papers; advise Mayor and staff on open meeting law requirements, and proper procedures or interpretations of Roberts Rules of Order
- Assist Department Heads, employees and citizens in interpreting the Municipal Code/Ordinances and make updates to same
- Serve as Secretary to the Mayor and City Administrator
- Assist Department Heads in following established Council and Committee procedures
- Attend all meetings and training as required
- Administer oaths of office
- Assist in preparation of assessment rolls, act as secretary for the Board of Review, attend all meetings, maintain certification as Board of Review member, and is the point of contact for Assessment contractor
- Responsible for responding to assessment inquiries, submit and monitor invoices for said inquiries
- Process license applications, present to Finance Committee and Council, issue licenses when granted, keep up to date on licensing law, and recommend ordinance changes regarding licensing
- Prepare invoices for payments and services due
- Comply with provisions of state law regarding the position
Other Duties and Responsibilities:
- Notary Public
- Receipt payments for taxes, utilities, licenses, permits, fees, City invoices, special assessments, health insurance, etc. and make prepare bank deposits
- Issue dog licenses, order tags and process reports
- Process mail, maintain postage meter supplies, process reports and negotiate contract for meter
- Prepare monthly calendar of events
- Order office supplies, monitor the supply room, and maintain office machinery and supplies
- All other duties as assigned
- High school diploma or equivalent, Required
- Minimum four years of experience in a related field, Required
- Valid driver's license with a favorable driving record, Required
- WCMC (Wisconsin Certified Municipal Clerk) certification, preferred
- Knowledge of public meeting and open record laws, records management technologies, records retention law, normal business operations and record systems
- Knowledge of election law and procedures
- Knowledge of licensing laws and procedures
- Knowledge of notary public responsibilities
- Knowledge of annexation laws and procedures
- Skill in using Microsoft Office programs (Word, Excel, Publisher, Outlook)
- Skill in the use of office machinery (copier, fax, multi-line phone system, duplexer, shedder and computer)
- Skill in the use of specialty equipment: voting machines and council roll call vote system
- Ability to perform data entry, as well as write correspondence, resolutions, ordinances etc
- Ability to learn and implement Roberts Rules of Order and run effective meetings
- Ability to be very organized and to arrange materials and procedures to present a seamless process to the public
- Ability to read legal text and comprehend it, so as to explain to people what they must do or advise them on how they might respond to a given situation. For example: applying for a license or permit, filing a petition or running for office
- Ability to converse with difficult people, and direct them properly to whoever can help them
- Ability to work in a busy office where there are constant interruptions
- Ability to attend conferences, meetings and training sessions as necessary, where travel will be involved, sometimes out of state
- Ability to establish and maintain satisfactory working relationships with co-workers, City employees and the general public
Work Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms. The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl; and smell. The employee must occasionally lift and/or move up to 25 pounds and be able to lift heavy elections machines and transport them to and from the polling places (along with other elections materials). Specific vision abilities required by this job include close vision and the ability to adjust focus.
The employee must be available and present for work as scheduled. The employee must perform all functions of the job safely and efficiently at all times in compliance with all safety regulations and policies for the safety and welfare of the employee, co-workers, and the public.
