Deputy Village Clerk

The Deputy Village Clerk assists the Village Clerk and performs necessary functions of the Village Clerk's office during the Clerk's absence. Position performs a variety of complex, sensitive, and confidential administrative work that requires extreme accuracy, timeliness, attention to detail and efficiency. The Deputy Clerk position requires application of judgement in interpretation of municipal policies, procedures, regulations along with local and state laws. Exceptional customer service skills are highly desired.

Responsibilities

1. Assists the Village Clerk in prioritizing daily job responsibilities to meet deadlines.
2. Fills-in for the Village Clerk in her/his absence.
3. Creates, prepares, distributes and posts various meeting agendas, minutes, ordinances, resolutions and notices.
4. Attends assigned Village Board meetings for minute taking.
5. Responsible for transcribing minutes, and assists in maintaining official records of meetings and corresponding documents.
6. Assists in the maintenance of Village documents in accordance to the Wisconsin Statutes and the Village of Menomonee Falls document retention schedule.
7. Assists in managing and issuing various licenses (ex. Operator licenses, dog tags, special event permits, liquor licenses etc.), including application processing, interdepartmental approvals, issuance and record retention.
8. Assists in the issuance of dog licenses.
9. Assists the front counter with cash receipting and helping residents.
10. Assists in maintaining certain Village Webpages.
11. The Clerk and Deputy Clerk(s) together are responsible for all aspects of elections; including but not limited to voter registration, maintaining voter records and absentee ballot requests.
12. Prepares, mails and records absentee ballots, coordinates with care facilities and assists in administration of absentee voting in such facilities.
13. Aids in the Pre/Public test for election machines, assists and helps administer Board of Canvas if necessary.
14. Assists with Campaign finance and nomination forms.
15. Assists in managing Election Officials and assisting in Training classes.
16. Assists with all Election Day processes.
17. Assists in answering telephones and responding to residents.
18. Assists the Clerk with Board of Review.
19. Assists residents with tax bill questions and accepting and routing tax payments to Waukesha County.
20. Attends continuing education events in order to continue to gain knowledge regarding changes in state law, election procedures, licensing, policies, software, etc.
21. Performs additional projects, administrative duties and miscellaneous tasks as assigned.

1. Considerable knowledge of government elections process.
2. Thorough knowledge of Village Board procedures and rules, and the Wisconsin State Statutes as they apply to the Village Clerk's office.
3. Thorough knowledge of departmental programs, operations, and policies with respect to general functions performed.
4. Thorough knowledge of modern office practices, procedures and equipment.
5. Comprehensive knowledge of bookkeeping, cash management, and internal control procedures and practices.
6. Considerable knowledge of license processing.
7. Considerable knowledge of modern fiscal management practices, procedures and methods.
8. Considerable knowledge of administrative, managerial, and supervisory principles and practices.
9. Considerable knowledge of computerized department program software, internet access, database, spreadsheet and word processing programs.
10. Ability to develop and implement office policies and procedures and evaluate their effectiveness.
11. Working knowledge in Roberts rules of order, record retention and general municipal and government workings.
12. Ability to carry out special and general assignments requiring organization of materials and development of procedures without direct supervision.
13. Ability to communicate effectively verbally and in writing with Village staff, elected officials, and the public.
14. Ability to exercise judgment and discretion in the application and interpretation of policies and regulations.
15. Ability to prepare and comprehend complex documents, correspondence, information, and reports.
16. Ability to analyze and resolve problems.
17. Ability to make decisions in accordance with rules, regulations, and Village policy.
18. Ability to establish and maintain effective working relationships with staff, elected officials, State and Village officials, Village departments, and the public.
19. Ability to work in stressful situations.
20. Ability to work with sensitive and confidential information.
21. Ability to work early/late-night hours as assigned for election day and occasional other necessities.
22. Ability to type at least 40 words per minute.
23. Preferred experience in Laserfiche, WisVote and Civic Systems.

1. Two-year Associate Degree from an accredited school with course work in accounting, finance, business/public administration, or a closely related field AND at least three (3) years of increasingly responsible related local government experience; OR
2. Any equivalent combination of related education and experience that provides requisite knowledge, skills and abilities for the position.
3. A valid State of Wisconsin driver's license or ability to obtain one upon hire.
4. Wisconsin Municipal Clerk Certification or ability to obtain certification while employed desirable.

Physical Requirements
Position requires extreme accuracy and prolonged sitting in the performance of daily duties and frequent repetitive keyboarding motion for preparing reports and other documents. The position also requires walking and some standing and lifting of boxes. The equipment required to be used for this position includes a phone system, desktop computer, copy machine, fax machine, andscanner.

The Village of Menomonee Falls will provide reasonable accommodations requested by qualified individuals with disabilities will be made in accordance with the American with Disabilities Act of 1990 (as amended).

EEOE Statement
The Village of Menomonee Falls provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

In compliance with the American with Disabilities Act, the Village will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Selection Guidelines
Formal application, rating of education/experience, oral interview, and reference check.
Job related tests may be required.