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Administrative Assistant/Deputy Clerk Full-time

at City of Whitewater in Wisconsin (Published at 11-09-2019)

Under supervision of the City Clerk, performs a variety of complex, responsible, and confidential administrative duties assigned to the Clerk's Office, including those required by state statute and by city ordinance.
The Deputy Clerk position demands the highest degree of professional conduct from the incumbent. The position provides a high level of secretarial, clerical, and administrative support to the City Clerk to ensure the efficient operation of the Clerk's Office. Emphasizing the coordination of meetings, dissemination of meeting materials, administration of elections, maintenance of organizational records and legal documents and timely response to public requests for information.
Essential Duties and Responsibilities: Assists the City Clerk with the coordination, organization, and administration of all elections, including:
  • Maintenance of voter registration records (including in the Wisconsin Vote system and the voter registration process to ensure all laws are followed and records are accurately kept. Purges voter records as required by law. Process HAVA checks, Death and Felon Records.
  • Coordination of off-site voter registration locations.
  • Recruitment, assignment, notification, and training of all special voter registration deputies in accordance with federal, state, and local requirements.
  • Administration of the absentee voting process, including permanent absentee voters, military, and overseas voters, and ensures the accuracy of voter registration data for absentee voters. Ensures all data changes or updates are entered into the Wis Vote system in a timely fashion and in compliance with Wisconsin Statutes. Administers the statutory nursing home(s) voting process.
  • Completion of all election preparations prior to election day, including all election notices, poll worker forms, poll books, duty schedules, supplies lists, supply boxes, and any last minute training materials for each polling place.
  • Coordination of food for election workers on Election Day.
  • Coordination of polling location setup. Evening and/or weekend hours may be required.
  • Preparation of Board of Canvass materials and attend meetings of Board as requested by Clerk.
  • Disseminate information related to election laws, polling places, registration, etc. to the public. Responding to public inquiries related to elections.
Assists the City Clerk with the execution of a variety of duties and responsibilities including:
  • Management of municipal contracts, agreements, etc.
  • Administration of the alcohol licensing process. Receiving and reviewing all alcohol license and operator's license applications for compliance. Submitting documentation for Police Department background investigations for all applications. Publishing all required legal notifications. Issuing and delivering licenses to qualified establishments. Coordinating and preparing materials for all Alcohol Licensing Committee hearings. Working with City Attorney and Police Department on alcohol license denials.
  • Supervises and manages the license function(s) of the Clerk's Department for all non-alcohol related licenses. This includes cigarette licenses, and all other types of licenses issued through the department. Attends necessary schooling to stay current with laws.
  • Accurately creating the agenda and meeting materials for all Common Council meetings and various other committee meetings as necessary.
  • Creating and maintaining the official meeting records at Common Council meetings and at various other committee meetings as required. May require working outside of standard office hours.
  • Oversees and prepares all legal notices, meeting agendas, and postings as required by law; ensures publication/posting within time requirements and guidelines. Responsible for required follow through with official newspaper to assure compliance.
  • Maintains all resolution, ordinance, and minute records ensuring that all official records are in order for public inspection, and maintained as permanent records. Incorporates all changes to the city code of ordinances, submitting all ordinances and resolutions for coding.
  • Supervises all records maintenance. Maintains easy access for retrieval of data and information. Responsible for ensuring that municipal records are digitally archived.
  • Supervises the property assessment process and the filing of all property assessment records. Schedules and publicizes the annual Open Book meeting. Coordinates annual hearings of the Board of Review, preparing notices, meeting materials, etc. Creating the official records for each hearing.
  • Preparation of the annual budget for the Clerk's Office. Track financials for the Clerk's Office, preparing purchase orders and assuring funds spent are within budget.
  • Front counter duties assuring adequate coverage at all times. Responding to citizen inquires-either in person or on the phone, receipting of money for all transactions, and all other functions covered as customer service at the front counter. Works closely with the l Executive Assistant and the Administrative Assistant II positions to fulfill this responsibility.
  • Prepare and place appropriate information on city's web site.
  • Supervises preparation of all necessary legal documents involving appointments and oaths of office, and all orientation materials for new or reappointed committee or commission members, and council members.. Ensures that all time lines are met when filling vacancies. Maintains and distributes the commission and committee directory to all staff and online.
  • Assists as needed with the research and fulfillment of open records requests, including those for other departments as requested. Responds to inquiries and special requests for the City Attorney and Common Council.
  • Provide City Clerk with general clerical assistance, word processing, spreadsheets, typing of committee and/or board minutes, forms, letters, miscellaneous documents, and general secretarial/clerical duties, including assistance with large and form letter mailings, copying, sorting and opening mail, and organization of packets for meeting mailings.
  • Works on special projects, as directed by the City Clerk, or as requested by Common Council with approval from the City Clerk.
  • Is required to act in the capacity of the City Clerk during their absence, or upon request. This includes performance of all duties required statutorily.
  • Provide notary service for City documents and for the general public as needed.

  • Maintain knowledge and skills in records management, election regulations, computers, office equipment and procedures through professional meetings, seminars, and conferences or other outside programs and trainings.
  • Attend board and committee meetings as assigned in the absence of City Clerk. This may require availability outside of regular office hours.
  • Accept and initiate processing of claims for damages and other legal papers served on the City.
  • May be required to perform duties ascribed to the Executive Assistant or the Administrative Assistant II as needed during absences and assist those positions with confidential matters as needed.

Qualifications: Education and/or Experience
  • Equivalent to an Associate's Degree in office and records management, human resources, legal assistant, public administration, business, or closely related field.
  • At least three (3) years of increasingly responsible experience in a related field.
  • Any equivalent combination of related education, experience and training that provides required knowledge, skills, and abilities to fulfill the duties of this position.

Language Skills
  • Requires the ability to communicate orally and in writing with the City Manager, Common Council members, Department Heads, Union Representatives, Election Officials, Department Staff, and Election Workers, , and the General Public. The ability to effectively communicate with a variety of people with differing skills & interests.
  • Ability to persuade, convince, and/or train others. Ability to advise and provide interpretation regarding the application of policies, procedures, and standards to specific situations.
  • Ability to effectively communicate and promote both verbally and in writing, municipal policies and programs as well as technical concepts and abstract ideas to employees and the public.
  • Ability to establish good working relationships with all levels of staff and citizenry, and provide facilitation skills in sensitive, emotional, or hostile situations.
  • Ability to gather, analyze, interpret, and present data in clear and concise reports and make recommendations.

Mathematical Skills
  • Ability to calculate percentages, fractions, decimals, volumes, rations, present values, and spatial relationships.
  • Ability to interpret basic descriptive statistical reports.
  • Ability to perform cashier duties accurately.

Reasoning Ability
  • Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria.
  • Ability to perform duties with a minimum of supervision.

Other Qualifications
  • Ability to maintain a high degree of professionalism.
  • Ability to effectively meet and deal with the public (including in conflict or other stressful situations).
  • Ability to perform detailed work with great accuracy required.
  • Ability to maintain confidentiality of sensitive information.
  • Knowledge of municipal organizations, their services and operations.
  • Ability to organize and prioritize a large number of projects at one time.
  • Ability to demonstrate initiative, to work independently and in a team environment.
  • Familiarity with computer programs, with a thorough working knowledge of Adobe and Microsoft Office software (including Word, PowerPoint, and Excel) and their applications.
  • Basic knowledge of html, web site design and maintenance.
  • Ability to operate equipment required to perform essential job functions, including: phone system; desktop computer; copy machine; postage machine; fax machine; 10-key calculator. Must have a valid Wisconsin Drivers License, or the ability to obtain one.
  • Must be a Certified Municipal Clerk (CMC) and/or Wisconsin Certified Municipal Clerk (WCMC) or have the ability to obtain within one-year of employment the WCMC certification through participation in the Wisconsin Municipal Clerks Institute.
  • Ability to obtain Notary Public certification within the first six months of employment.
  • Ability to adjust work hours, as needed, to ensure citizen access to City Hall during elections, for registration and absentee voting and/or to attend evening or weekend meetings as assigned by the City Clerk.
  • Ability to work well under pressure and handle stressful situations, to organize work and set priorities, to multi-task and to manage time and resources to meet deadlines and changing demands within the entire operation of administrative services. Must be able to handle frequent interruptions.
  • Must be bondable.

Additional Information/Qualifications:
  • Reports to City Clerk
  • May supervise election inspectors, interns, or other LTEs and seasonal help as assigned.

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