Deputy Clerk

The purpose of this position is to provide administrative and clerical support to the City Clerk's Office. This includes overseeing elections and licensing administration; facilitating Board of Review; performing precise cash handling and receipting duties; and providing exceptional customer service to residents, businesses and visitors of the City of Muskego. Work is performed under the supervision of the City Clerk.Meet certification requirements to maintain the WisVote System, including voter registration, troubleshooting and resolving problems during the election process.
Interpret and perform functions of election administration of local, state and federal laws with guidance from City Attorney and City Clerk.
Maintain voter registrations, including indefinitely confined voters, UOCAVA voters, confidential voters and provisional voters; mail absentee ballots, oversee In-Person Absentee Voting, meet and provide instruction to care facility directors and schedule Special Voting Deputy visits within the nursing homes.
Prepare various reports, statements and certifications as required by the Wisconsin Elections Commission. 
Recruit poll workers, facilitate election-day scheduling and training, publish required notices, conduct public testing of voting equipment, election-day setup, prepare required election materials for Chief Inspectors, organize Municipal Board of Canvas and post-election reconciliation.
Provide guidance and instruction to potential local candidates for ballot access and candidate campaign deadlines.
Accept, process and issue municipal licenses and permits, compile license-holder data, track municipal liquor license quotas and maintain working knowledge of liquor licenses, rules, regulations and ordinances.   
Serve as primary point of contact for City Clerk’s Office. Provide customer service in person at the front counter, via telephone, email and other communication methods to assist residents or redirect inquiries.
Secondary point of contact for the Finance Department. Provide customer service in person at the front counter or via telephone for the processing of taxes, utility payments and account receivables.
Prepare and distribute of agendas, reports, correspondence, and other City documents for Common Council and other committees. Record and transcribe meeting minutes; prepare and publish condensed Common Council minutes.
Assist with research for development of resolutions and ordinances.
Submit ordinances to official newspaper to comply with statutory publication requirements.
Manage Board of Review process. Prepare required notices and agendas, manage required training of Board of Review members; attend meetings and prepare meeting minutes.
Maintain contracts and agreements to ensure they are approved, executed, distributed, filed and kept current.  
Maintain City Clerk’s pages on the City’s website and lobby informational monitors.
Gather information and updates from Department Heads to prepare quarterly newsletters.
Facilitate scheduling of Department Head and Agenda meetings.
Send Welcome Letter to all new City residents.
Notarize documents as needed for City staff and citizens.
Assist with records management and retention in accordance with Wisconsin Public Records Laws.
In the City Clerk’s absence or disability, the Deputy Clerk shall perform the City Clerk’s duties and shall have the power to administer oaths and affirmations. 

High school diploma or equivalent required.
Associate degree or vocational/technical training in municipal administration, accounting, or related field preferred.
Wisconsin Municipal Clerks Association Certification preferred. 
More than two years of clerical, bookkeeping, municipal or customer service experience required. Additional education or experience that provides equivalent knowledge, skills and abilities may be considered.
Proficiency of Microsoft Office software required.

Ability to communicate effectively orally and in writing with residents, elected officials, staff, and outside agencies.
Ability to explain policies, procedures and regulations clearly and professionally.
Ability to maintain confidentiality and handle sensitive information appropriately.
Ability to organize, classify, record and maintain detailed records and information accurately.
Ability to establish and maintain effective working relationships with City employees, elected officials and the general public required.
Ability to perform basic mathematical calculations including addition, subtraction, multiplication, division, percentages, fractions and decimals.
Ability to reconcile election data and financial records accurately.
Ability to exercise sound judgment and professionalism in a public-facing environment.
Ability to prioritize tasks and manage multiple responsibilities with attention to detail.
Ability to work independently while following established procedures and policies.
Possess complete personal and professional integrity, honesty and sense of professional ethics. Ability to maintain confidentiality.
Demonstrates record of good and timely attendance.
Ability to work in a typical office environment with frequent interaction with the public while maintaining professionalism during all exchanges.
Ability to operate standard office equipment including computers, telephones, copiers, printers and calculators.
Ability to perform sedentary work with occasional lifting, carrying, pushing or pulling of office materials.
Ability to perform repetitive keyboard and data entry tasks.