Current jobs related to Municipal Clerk - Waukesha, Wisconsin - City of Waukesha

This position serves as a key leadership role within the municipal framework, overseeing all Clerk and Treasury operations. Responsibilities encompass the administration of city elections, coordination of tax billing and collections, issuance of municipal licenses and permits, and the maintenance of official city records. Additionally, this role involves managing all city financial transactions, investments, and financial reporting.

Work Schedule: Monday - Friday, 8:00am - 4:30pm; with occasional evenings and weekends as required by departmental needs.
Salary Range: $95,000 - $105,000.

Key Responsibilities: The following duties are indicative of the tasks expected of the employee in this role, though not exhaustive:

• Oversee the administration of elections in compliance with state and federal regulations, including testing of tabulating equipment, ballot preparation, and coordination of accessible polling locations. Manage the training and scheduling of seasonal poll staff, oversee absentee voting processes, and ensure accurate maintenance of voter databases.
• Direct and supervise administrative support services for the City Council, including the preparation of agendas, minutes, and public communications. Manage the Ordinance and License Committee and oversee the processing of license applications.
• Attend all Common Council meetings as the clerk/secretary, facilitating communication between Council actions and relevant committees, boards, and departments.
• Serve as Secretary to the Board of Review, managing protest forms, scheduling hearings, and documenting all proceedings.
• Maintain official records of all deeds, easements, and development agreements.
• Ensure the upkeep of the City's Municipal Code of Ordinances.
• Coordinate customer service operations for the department, managing city-wide mail services and the main City Hall phone line.
• Disseminate official documents for local candidate filings and provide guidance on parliamentary procedures.
• Manage the Board of Review appeals process, including scheduling hearings and coordinating necessary notices and adjustments.
• Prepare departmental budgets for the Clerk and Treasurer functions.
• Act as the statutory filing officer for official city business and public records requests, ensuring compliance with necessary redactions.
• Research and manage the implementation of new software solutions relevant to Clerk and Treasurer responsibilities.
• Administer oaths and affirmations as required.
• Evaluate departmental workflow and staff performance, implementing policies for improved efficiency.
• Assist the Treasurer with various duties as needed.
• Ensure timely preparation and submission of financial reports to the appropriate state authorities.
• Sign checks, bonds, and contracts as required by the City.

Qualifications: A bachelor's degree from an accredited institution in Business, Finance, Accounting, or a related field, coupled with a minimum of four years of supervisory experience in municipal government, particularly in finance, budgeting, or office administration.

Knowledge and Skills Required:

• Understanding of state statutes, city ordinances, and regulations governing municipal operations.
• Proficiency in municipal finance, tax collection, and office administration.
• Experience in cash management, accounting, and bookkeeping.
• Familiarity with standard office equipment and software applications.

Abilities:

• Ability to prepare clear and informative reports.
• Capability to plan and direct the work of others effectively.
• Strong interpersonal skills to maintain effective relationships with city officials and the public.

Skills:

• Excellent oral and written communication skills.
• Proficient in recordkeeping and database management.

Special Requirements:

• Certification from the State Elections Commission.
• Membership in the Wisconsin Municipal Clerks Association.
• Ability to pass a criminal and financial background check.
• Must be bondable.

Physical Demands: The role primarily involves office work, requiring hand-eye coordination for operating computers and office equipment. The employee must be able to sit, stand, walk, and occasionally lift up to 25 pounds.

The City of Waukesha is an Equal Opportunity Employer.

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