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City Clerk Position

2 months ago

Waukesha, Wisconsin, United States City of Waukesha Full time
Job Summary

This is a Department Director level position responsible for overseeing all Clerk and Treasury functions, including administration of City elections, coordination of tax billing and collections, issuance of municipal licenses and permits, maintenance of official City records, and management of all City collections, disbursements, investments, and financial reports.

Key Responsibilities
  • Administer elections under state and federal laws, including tabulating equipment testing, ballot setup, selection and coordination of ADA accessible poll sites, and oversight of outgoing mail absentee process and in-person absentee voting and voter registration.
  • Direct and supervise administrative support services for Council, including agendas, minutes, publications, and communication.
  • Attend all Common Council meetings in the capacity as clerk/secretary and refer Council action or requests for information to appropriate standing committees, boards, commissions, and/or City departments.
  • Act as Secretary to the Board of Review, accepting protest forms, scheduling hearing dates, swearing in witnesses, and keeping minutes of all hearings and decisions.
  • Act as recordkeeper of all deeds, easements, planned unit development agreements, and other official documents.
  • Responsible for maintenance of the City's Municipal Code of Ordinances.
  • Coordinate counter and phone customer service for the department and oversee staff activities of city-wide mail center services and main City Hall phone line.
  • Disseminate official documents for local candidate filings and provide information related to elected officials.
  • Provide Board of Review appeals process information to taxpayers, receive filings, and schedule hearings.
  • Prepare departmental budgets for Clerk and Treasurer.
  • Statutory filing officer for official city business and public records requests.
  • Research, propose, and manage purchase and implementation of new software replacements or upgrades for Clerk or Treasurer related responsibilities.
  • Administer oaths and affirmations.
  • Oversee and evaluate the workflow and function of department staff, implement policies and procedures for greater efficiencies, and plan for temporary office help during heavy volume periods.
  • Assist the Treasurer with Treasurer duties and responsibilities.
  • Ensure that all financial reports are prepared and submitted to the State of Wisconsin complete and on time.
  • Sign all checks, bonds, and contracts issued by the City.
Requirements
  • Graduation from a four-year accredited college or university with a degree in Business, Finance, Accounting, or related field.
  • At least 4 years of experience at a supervisory level in municipal government, including finance, budgeting, and office administration.
  • Knowledge of state statutes, City ordinances, regulations, and other legal provisions related to municipal government and the office of Clerk/Treasurer.
  • Theory and practice of municipal finance, tax collection, banking, budgeting, and office administration.
  • Cash management, including investment, accounting, bookkeeping, and collections.
  • Operation of standard office equipment, including computers and related software programs.
Preferred Qualifications
  • Certification from the State Elections Commission to run elections.
  • Wisconsin Municipal Clerks Association membership.
  • Ability to pass a criminal and financial background check.
  • Must be bondable.
Physical Demands

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.
  • Specific vision abilities required by this job include close vision and the ability to adjust focus.
  • The employee frequently is required to sit, stand, walk, talk, and 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 stoop, kneel, bend, or crouch.
  • The employee must occasionally lift and/or move up to 25 pounds.