Under the direction of the City Administrator, performs the duties of City Clerk as outlined in Monona Municipal Code of Ordinances §103-2, § 62.09(11), Wis. Stats., and as specified in this job description.
The City Clerk is responsible for the oversight, direction, and execution of elections, licensing, and official records for the City of Monona. High level decision-making and the ability to execute technical operations per State Statutes are required.
- Directs all staff and functions of the Clerk’s office; supervises Deputy Clerk and Office Assistant.
- Serves as custodian of official City records and public documents; performs certification and recording for the City as required on legal documents and other records requiring such certification; seals and attests by signature to ordinance, resolutions, and contracts, easements, deeds, bonds, or other documents requiring City certification; catalogs and files City records, orders and monitors supplies and equipment.
- Performs all election duties as required by Wisconsin Statutes; registers voters; hires, trains, and supervises poll workers; maintains all election records and property used in conjunction with holding of elections; coordinates, staffs, and equips polling locations.
- Assists the City Assessor in maintaining property assessment records; prepares the tax roll and tax notices required by the State of Wisconsin, and provides staff support to the Board of Review.
- Attends all City Council meetings, performs an accurate recording of the proceedings, preparation of the minutes, recording, indexing and filing for the public record; distributes information as requested.
- Administers the issuance of all permits and licenses; provides staff support for the License Review Committee.
- Administers oath of office to public officials.
- Sends Council minutes, ordinances, public notices, resolutions, etc., when necessary, for proper publication in the official City newspaper.
- Oversees, coordinates, and responds to open records requests.
- Receives claims and lawsuits against the City and coordinates processing of such with the City’s attorney and insurance company as appropriate.
- Coordinates and assists with City accounts-payable system duties, including input and verification of all transaction for timely processing.
- Coordinates and assists with general ledger transactions.
- Coordinates and assists with all daily receipting and depositing of City funds.
- Creates, maintains and updates election, licensing and assessment-related information for City information channels, including web pages and newsletters.
- Assists in the budget preparation where necessary.
- Must have a minimum of 3 (three) years’ experience as a Municipal Clerk in Wisconsin -OR- a minimum of 6 (six) years’ combined clerk experience. (For instance, 4 years’ experience as a Deputy Clerk or in directly-related role in a Clerk’s office plus 2 years’ as a Clerk.)
- WCMC Wisconsin Certified Municipal Clerk certification is highly desired.
- Must have a minimum of 2 (two) years of supervisory experience (related or unrelated to a Clerk’s office).
- A high school diploma is required. Post-high school education and/or training is desired; however, substantial experience will be equally valued.
- Must have and maintain a valid Wisconsin driver’s license.
- Extensive knowledge of election law and electoral principles and practices
- Knowledge of local government administration
- Knowledge of and experience with WisVote and Badger Books
- Knowledge of the principles of records management, including retention and compliance
- Must be able to attend evening meetings of the Finance and Personnel Committee and City Council on the first and third Mondays of every month, along with the annual Board of Review
- Ability to communicate effectively in both oral and written forms, along with strong interpersonal skills and leadership ability
- Ability to multitask and remain calm in stressful situations or interactions
Minimum Physical Abilities:- Ability to listen to and understand information and ideas presented through spoken words and sentences
- Ability to communicate information and ideas in speaking so others will understand
- Ability to see details close up and at a distance
- Ability to move up to 40 lbs.
- Ability to participate in active recreation, sometimes for extended periods
- Ability to monitor activities, recognize problems, and apply rules to solve them
- Ability to comprehend rules and work-related information
- Ability to work indoors and outdoors in all seasons
- Ability to use a computer
