Assistant Deputy City Clerk

Salary: $62,870.00 - $84,874.00 Annually
Location : New Berlin 53151, WI
Job Type: Full-time
Job Number: 201300584
Department: CITY CLERK
Division: CITY CLERK
Opening Date: 11/07/2023
Closing Date: 11/30/2023 12:30 PM Central
General Overview of the Position
The Clerk's Office is the oldest among public servants and is a time-honored and vital part of local government, providing a professional link between the citizens, local governing bodies, and agencies of government at all levels. The City Clerk strives to deliver the best possible service to the residents, City Council, and city staff, while carrying out the duties and responsibilities required by Wisconsin State Statutes, Municipal ordinances, and resolutions.
The New Berlin City Clerk and Community Relations Department consists of one City Clerk, one Deputy City Clerk, one Assistant Deputy City Clerk, two Administrative Specialists and a dedicated team of over 250 election officials.
The function of the Assistant Deputy Clerk's job is primarily to assist and support the City Clerk and Deputy City Clerk in carrying out duties set forth in Wisconsin §§ 62.09 (11) and municipal ordinances including election administration, the issuance of municipal licenses and permits, maintenance of City records, and activities related to Community Relations. Understanding the laws and requirements involving Wisconsin elections and licensing is essential in this position.
*Position will be posted until filled
The first review of applications will take place on Nov 30th.
For additional information, please review our Job Flyer.
Examples of Essential Duties

• Swears under oath to perform all statutory duties as prescribed by law including acting as the Deputy Clerk in their absence.
• Attend assigned meetings and provide staff support as required, supervise the timely preparation and distribution of meeting agendas, minutes, and other accompanying information for assigned boards, commissions, and committees, prepares official notices of public hearings and other information as required by law.
• Prepare and schedule legal notices for publication in the official city newspaper.
• Administer the Oath of Office to City Council members, Police Officers and other board and commission members as needed.
• Assist in managing the licensing and permit operations, e.g., alcohol, operator, tobacco, etc. Compile data regarding license holders, municipal quotas, and license requirements. Update license forms and generate timely reports as required by the State of Wisconsin.
• Assist the City Clerk and Deputy City Clerk in performing the duties required by Wisconsin Statutes relating to elections including but not limited to processing absentee voting requests, mailing of ballots, maintaining election registrations and database to include voter information.
• Assists with poll worker recruitment/scheduling/supervision for each election.
• Assists with WisVote administration including processing registration alerts and general maintenance as required.
• Attends election, licensing, and clerk training regularly and maintain current knowledge of municipal government functions, federal laws, applicable statutes, rules and regulations or sources of information.
• Assists with processing open records requests according to the Wisconsin Open Records Law.
• Assists with training employees on how to use various programs such as CivicClerk Agenda Management software, CivicPlus website maintenance and NextRequest Open Records software.
• Assists in creating and posting social media posts and the development of marketing campaigns and special community relations projects for the city.
• Foster and increase positive relationships with community partners, businesses, and city departments.
• Oversee management of City-wide records that complies with Federal and State laws while adhering to open records laws.
• Serve as Notary Public providing service to the city and the public according to city policies.
• Serves as the backup in answering telephones, assisting customers at the front counter and balancing cash drawer in the absence of the Administrative Specialists.
• Assists in the selling of plots and records management for the city owned cemeteries.
• Assists with property and vehicle insurance reporting and damage reports for the City.
• Assists with creating and posting all required public notices relating to elections as required by the State.
• All other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of or willingness to learn the following programs used in the Clerk and Community Relations Department: CivicClerk agenda management software, CivicPlus website management software, Next Request open records software, License Manager software, Modus Election Management Software, Monday.com project management software, various graphic design software such as Canva.
• Knowledge of WisVote, the Wisconsin Voter Registration Database System and Microsoft Office Suite.
• Knowledge of State of Wisconsin licensing and Election laws including the ability to quickly adapt and implement new law changes.
• Ability to communicate professionally, establish and maintain effective working relationships with City officials, staff, and the public.
• Use sound judgment and knowledge to interpret policies, procedures, and regulations.
• Analyze problems, complex issues and provide effective communication and timely solutions or decisions.
• Demonstrate positive customer service and an upbeat team-oriented attitude.
• Adhere to signed confidentiality agreement by exercising discretion in processing and disseminating confidential information.
• Work in a fast-paced office environment, demonstrating the ability to multi-task and establish priorities.
• Demonstrate regular, reliable, and punctual attendance.
• Ability to perform duties in a non-partisan manner.
• Ability to draft correspondence, resolutions, ordinances, and reports/memos.
• Ability to present a positive image of the department and the City of New Berlin.

Minimum Qualifications

• Associates degree or 2 plus years' experience in a Municipal Clerks office
• Valid Wisconsin Driver's License
• State of Wisconsin Notary Public or ability to obtain status within 3 months of hire

Preferred Qualifications:

• Wisconsin Municipal Clerk certification is preferred through the Wisconsin Municipal Clerks Association and Certified Municipal Clerk certification through the International Institute of Municipal Clerks or the commitment in working towards the requirements of certification.

Position Specific Information
Physical Requirements:

• Tasks involve extended period of sedentary work.
• Times where exerting up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Task involves extended period of time at a keyboard.

Sensory Requirements

• The task requires close visual acuity to perform various activities.
• The task requires oral communications ability.
• The task requires sound perception and discrimination.

FULL-TIME EMPLOYEE
BENEFITS 2023
**Please note that these descriptions are general statements and all benefits will be determined by the applicable plan documents in effect. Benefits are subject to change and may not be enrolled without meeting qualifying event deadlines and necessary eligibility.
HEALTH INSURANCE
Employees have the option of enrolling in the health insurance plan offered by the City. The effective date of coverage is the employee's start date.
Family Single
Premiums are: $1,860.93 $708.40
Employee monthly
contribution towards premium: $279.14 $106.26
HEALTH SAVINGS ACCOUNT
The city's health insurance is an HSA plan. The city contributes to the employee's Health Savings Account with a monthly total of $125for those on an individual plan and $250 for those on a family plan.
HEALTH REIMBURSEMENT ACCOUNT
The City has a Health Reimbursement Account (HRA) in place for staff participating in the health plan. This reimburses staff for incurred eligible medical and pharmacy expenses over a set limit.
HERO Program
The City offers a voluntary spousal health reimbursement program for employees who are currently enrolled in another group health plan. If you are interested in this program please consult with the Human Resources Department.
DENTAL INSURANCE
Employees have the option of enrolling in Delta Dental with employee premiums paid entirely by the City. Employees can choose to purchase coverage for Spouse or Dependents at the listed rates. Employees may join the dental plan within 30 days of the start date or during the annual open enrollment period (waiting periods would apply).
Family Employee + 1 Single
Premiums are: $74.10 $27.95 $0
VISION INSURANCE
Employees have the option of enrolling in Ameritas VSP Choice Network with employee premiums paid entirely by the City. Employees can choose to purchase coverage for Spouse or Dependents at the listed rates. The effective date of coverage is the employee's start date.
Employee + Family Employee + 1 Single
Premiums are: $10.54 $4.80 $0
LIFE INSURANCE
Life Insurance is provided to each City employee at no cost. Coverage is one times the annual salary with double indemnity for accidental death. Life insurance policies go into effect on the first of the month following the date of hire.
Supplemental Life and AD & D, Dependent Spouse and Child Life Insurance are available at full premium cost to the employee, can be purchased in $10,000 increments, the spouse is capped at 50% of the employee's additional life amount and the child life is an option of the $5,000 or $10,000 and is capped at 500% of the employee's additional life amount. Coverage is effective on the first of the month following date of hire.
SHORT TERM DISABILITY/SICK LEAVE
Employees receive eight (8) hours of sick leave per month to be collected in a "bank" for short-term disability/sick leave purposes. The total amount of hours that can be accrued in the bank is 960 hours or 120 days. Leave is accumulated throughout employment and used to pay health insurance premiums for the employee after retirement. Sick leave is not paid out upon termination.
LONG TERM DISABILITY INSURANCE
This benefit must be taken within 31 days of beginning employment and provides 60% of the employee's salary for non-work related injuries or illnesses after a 90-calendar day waiting period. Premiums are a joint contribution, half is paid by the City and half is pay by the employee.
Employees interested in enrolling after the 31 days should consult with the Human Resources Department.
CRITICAL ILLNESS INSURANCE
This is a voluntary benefit that an employee can utilize for medical costs that are a result from a critical illness. A critical illness could be a heart attack, stroke, etc. It is a voluntary benefit that can be dropped if an employee chooses to throughout the year. This insurance can be used in place of an employee utilizing their Health Savings Account to cover medical costs. The monthly premiums are paid 100% by the employee.
ACCIDENT INSURANCE
This is a voluntary benefit that covers injuries and medical costs associated with an accident. Examples of the medical costs include Emergency Room Visit, transportation costs, hospital costs, etc. This insurance can be used in place of an employee utilizing their Health Savings Account to cover medical costs. The monthly premiums are paid 100% by the employee.
WISCONSIN RETIREMENT
Employees of the City of New Berlin who work a weekly average of 23+ hoursare automatically enrolled in the Wisconsin Retirement System. The City contribution to the Retirement System is 6.8% and the employee's contribution is 6.8% pre-taxed of gross salary. For further information see http://etf.wi.gov.
DEFERRED COMPENSATION (Section 457 Plan)
The City of New Berlin offers deferred compensation plans to allow employees to supplement their retirement income. Any amounts contributed are paid for fully by employee on a pre-tax or post-tax basis. The City offers two choices with VOYA or Wisconsin Deferred Compensation. For further information, consult with the Human Resources Department.
FLEXIBLE SPENDING ACCOUNTS - SECTION 125
Enrollment shall be January 1 of each year for existing employees or within 30 calendar days for newly hired employees or qualifying status changes.
Limited Flex Spending Account is a voluntary pre-tax saving account set up with your own money that can be in addition to the money an employee has in their Health Savings Account. The money in a limited flex spending account can be put towards costs of Dental and Vision. (Examples include deductibles, eyeglasses, saline solution for contact wearers, and orthodontic expenses, etc.) (Max $2,850 can roll over $550 to 2023)
Dependent Care Reimbursement (DCRA) is a voluntary pre-tax saving account set up with your own money with pre-tax dollars to pay for dependent care expenses. The amount that can be set aside for this account is $5,000. If an employee has a spouse who can also contribute to a DCRA through their own employment, then a combined total of $5,000 can be contributed between the employee and spouse. (Examples include daycare for children and home care for a disabled spouse or child.)
WORKER'S COMPENSATION
Employees will receive worker's compensation benefits based on state laws.
DIRECT DEPOSIT
All employees are required to have their full payroll checks direct deposited in a bank or credit union of their choice.
HOLIDAYS
If a holiday falls on a Sunday, following Monday is observed as a day off. If holiday falls on a Satur...