Deputy Clerk Treasurer

Salary: $66,670.00 - $78,337.00 Annually
Location : City Hall 201 Delafield St Waukesha, WI
Job Type: Full Time
Job Number: 23-00516
Department: Clerk/Treasurer
Opening Date: 11/29/2023
Closing Date: Continuous
This position assists the Clerk/Treasurer in the organization, direction, and supervise and coordinate all activities of the Clerk/Treasurer's Office, including administration of elections, voter registration, issuing of municipal licenses, maintenance of all official City records, and the collection of taxes and other City money.
Hiring Range: $66,670 - 78,337 DOQ
Schedule: Monday - Friday, 8am - 4:30pm; Occasional nights/weekends
Tentative Interview Dates: TBD
Tentative Start Date: TBD
Explore the City of Waukesha benefit information at:
Essential Job Functions The job functions listed herein are neither exclusive nor exhaustive, but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

• Supervises and evaluates the workload of the Department clerks, coordinates workflow and work assignments.
• Assists in managing City elections:
  • Oversees the use of the required duties in WisVote;
  • Coordinates preparation of absentee ballot mailings and in-office absentee voting;
  • Publishes statutory notices;
  • Assists with pre-test of election equipment;
  • Supervises purchase and maintenance of election equipment and supplies, coordinates and prepares information and supplies needed for polling locations;
  • Prepares documents for canvass of votes, audits or recounts or any other post-election activities;
  • Oversees staff updates and maintenance of street directory and address ranges in voting system;
  • Recruits, trains and schedules election workers;
  • Arranges for voting at residential care apartment complexes;
  • Trains Special Voting Deputies and Special Registration Deputies.

Assists in the preparation and distribution of City tax bills; prepares inserts and coordinates mailings with printer; recruits, schedules, trains and supervises temporary staff during high volume collection season.

Supervises receipt of monies due the City and in the collection of delinquent accounts; ensures proper posting to accounts. Opens and closes cash drawers in Cash Receipting system during tax collection season.

Oversees processing applications and issuing licenses and permits; e.g., liquor, bartender, street closings, special events

Prepares department budget with review by Clerk/Treasurer.

Monitors City financial accounts and transfers funds when appropriate.

Maintains and is the safekeeper of all official City documents and records both with Laserfiche, MuniCode and hard documents as necessary.

Oversees and directs staff in Council or Committee follow up; e.g., publication of public hearings, notification of annexations to proper entities; publication of ordinances; preparation and publication of minutes.

Receives claims filed against the City and directs routing as appropriate.

Oversees maintenance of the Municipal Code book and resolutions.

Attends Ordinance & License Committee meetings during alcohol renewal season and uses Live Manager during the meeting to record actions taken. Reviews license application material for completeness with staff prior to the meeting. Answers inquiries from the Committee; prepares minutes and routes agenda items based on Committee action taken.

Assists in Department staff training.

Acts in the role of Clerk/Treasurer in Clerk/Treasurer's absence; e.g., at Council meetings, Board of Review, swearing in of new personnel and other such duties.

Analyzes and makes recommendations of workflow, procedures and practices and Department purchasing.

Oversees website maintenance.

Graduation from and accredited two year college program with major course work in Business, Finance, Accounting or a related field, and at least 4 years of experience in a municipal environment, including experience with local government elections; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:
Knowledge of

• State statutes, City ordinances, regulations and other legal provisions related to the organization and function of municipal government and the office of Clerk/Treasurer, including tax collections and City elections.
• The theory and practice of municipal finance, tax collection, banking, budgeting and office administration.
• Cash handling and management including investment, accounting, bookkeeping and collections.
• The operation of standard office equipment including computers and related software programs.

Ability to

• Prepare clear, concise, accurate and informative reports.
• Plan, organize and direct the work of others in an efficient and effective manner.
• Follow moderately complex oral and written directions and make decisions in accordance with policy, rules and regulations.
• Establish and maintain effective working relationships with City officials, co-workers and the general public.
• Ability to read and interpret documents such as statutes, ordinances, memos, and procedure manuals. Ability to write routine correspondence.
• Ability to speak effectively and communicate with customers, staff or elected officials.

Skill in

• Oral and written communications.
• Recordkeeping and database management.
• Microsoft Office applications, telephone, copy/fax/scan machine, 10-key calculator
• Ability to understand the department and it's organization and operation within the City and with outside agencies and groups.

Necessary Special Requirements

• WCMA Certification desirable;
• Valid Wisconsin Driver's License,
• Ability to pass a criminal and financial background check; bondable.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee frequently is required to sit, stand, walk, talk and hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is frequently required to stoop, kneel, bend or crouch.
• The employee must occasionally lift and/or move up to 50 pounds.

The City of Waukesha is an Equal Opportunirt Employer

• Insurance
  • Health
  • Dental
  • Life
  • Vision

Pension

Flexible Benefit Plan

AFLAC

Short Term Disability

Long Term Disability

Deferred Compensation - 457(b) Plan

01
Have you graduated from and accredited two year college program with major course work in Business, Finance, Accounting or a related field?

• Yes
• No

02
Do you have at least 4 years of experience in a municipal environment, including experience with local government elections?

• Yes
• No

03
Do you have a Statewide Voter Registration System Certificate?

• Yes
• No

04
Do you have a WCMA Certification?

• Yes
• No

05
Do you possess a valid Driver's License?

• Yes
• No

Required Question