What does an Deputy City Clerk do at companies like CITY OF SUN PRAIRIE?
The City of Sun Prairie, WI (pop 35,895) is looking for a detail-oriented, organized team player with superior communication, interpersonal and problem-solving skills to serve as a Deputy City Clerk. Will primarily oversee the records management system, including training city staff on proper preparation and submission of items for agendas as well as retention requirements. Ensures that the department/office information is processed in a prompt and accurate fashion by compiling, recording, and filing daily information, thereby, enabling quick access. Will be required to attend various public meetings in the evenings to provide support and record minutes. Will also assist in an election and licensing administration. Work is performed in accordance with State Statutes, City of Sun Prairie General Ordinances, Public Records, and Open Meeting Laws. This position requires sound judgment, organization skills, discretion, and initiative. This position is expected to initiate and follow through on routine projects and responsibilities in the Clerk’s Office and perform functions of the City Clerk in his/her absence.
- Provides Customer Service, in person and by phone, by providing information pertaining to the services provided by departments within the organization as well as basic information pertaining to the community and agencies outside of the organization.
- Work may be assigned in the following areas with the expectation of cross-training.
Records Management
- Works closely with staff on the Records Management System. Ensure the historical scanning is completed and file structure is set up in accordance with policy.
- Scans, retrieves, distributes, researches, and maintains documents from the Records Management System, files, and various databases.
- Maintain the Department website, social media, and other electronic media as approved.
- Coordinates prepare, and posts agendas, minutes, resolutions, proclamations, ordinances, and other documents for consideration by the City Council, Committees, Boards and Commissions as needed. Process, prepare and obtain the necessary signatures for documents. Coordinates and prepare the publication and recording of various documents as required by State Statutes.
Licensing/Elections/Meeting Administration
- Coordinates the review and renewal process of various City licenses and permits.
- Assists with the receipt and documentation of objections and findings, meetings preparations, and taking minutes for the Board of Review as required.
- Assists with attending meetings and providing minutes for the Alcohol Licensing and Review Board (ALRB), Board of Review (BOR), Municipal Board of Canvassers (MBOC), and Sexual Offender Residency Board (SORB).
- Responds to election questions from voters, poll workers, staff, and outside agencies. Assists with the closeout of election night activities.
- Assists with data entry and maintenance of voter, poll worker, candidate data while ensuring quality and accurate information in the database. Creates reports and verify data for accuracy.
- Assists in the coordination of various election activities. Which may include but are not limited to: publications and notices; coordination and setup of facilities and poll workers; and maintaining supplies and equipment. Also sets up, tests, and maintains election equipment and trains staff in its use.
- Oversees cash receipting and cash drawer for various licensing and permit charges.
- Collaborate across internal departments in the development and modification of digital workflows to gain further efficiencies.
- Provide administrative support in processing payroll for the department.
- Prepares to code of invoices and tracks purchase card receipts for payment by Finance Department.
- Notarize documents as required.
- Performs special projects and research as requested and required.
- Ability to understand and execute oral and written instructions.
- Ability to maintain accurate records and comprehensive files, which requires several years of responsible office clerical experience.
- Demonstrated skill in managing and coordinating projects. Ability to analyze processes, recommend improvements, and plan for implementation.
- Ability to coordinate and delegate workloads and schedules, normally acquired through an Associate’s degree in office management or related field.
- Ability to gather information, make computations and assist in department activities.
- Must be able to maintain confidentiality.
- Ability to establish a positive working relationship with staff, elected officials, poll workers, other agencies, and the general public. Customer service skills are essential.
- Ability to make work-related decisions in accordance with department, county, and state laws, policies, and regulations with a minimum of supervision.
- Proficient with modern office technology including specialized software and database programs. Ability to perform data entry, query, and report creation. Must be able to type a minimum of 45 wpm measured by a net score on a standard typing test.
- Experience with social media and website design/updates is preferred.
- Must be flexible and able to adapt to a fast-paced office environment and ability to operate a multiple line telephone system as well as office equipment and machines.
- Ability to complete and maintain Election Official Certification through State Elections Board
- Ability to complete and maintain Board of Review Certification through the Department of Revenue.
- Wisconsin Certified Municipal Clerk Certification through the Wisconsin Municipal Clerk Association is desirable.
- Previous experience and knowledge of the election process or laws are desirable.
- Must possess a valid Driver’s License and good driving record.
- Must have the ability to be commissioned as a Notary Public for the State of Wisconsin.
- Perform functions of City Clerk in his/her absence in accordance with State Statutes and City Ordinance.
- Attend meetings that may be held during or after normal work hours. Record, compose, or transcribe minutes from notes of recording taken by others or self.
- Enters and maintains data while ensuring quality and accurate information in various databases. (i.e. licensing for alcohol, operators, dog, and others). Creates reports and verify data for accurate information in the database.
- Participates in various levels of training, researches, and stays abreast of changing regulations, laws, and policy as they relate to the functions in the City Clerk’s Office.
WORK CONDITIONS AND PHYSICAL REQUIREMENTS:
- Work is performed under general office conditions.
- During elections must be able to stand or sit for extended periods of time.
- Must periodically lift, push, and move equipment and boxes weighing up to 50 pounds from the floor to table.
- Ability to work extended and flexible hours.
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