Deputy City Clerk

City of Green Bay•Green Bay, WI

23h

About The Position

The City of Green Bay Clerk's Office is seeking a Deputy City Clerk to assist with carrying out all functions of the Clerk's Office. This role performs specialized clerical and administrative duties requiring individual judgment and initiative in a fast-paced environment. The Deputy City Clerk assists the City Clerk with office operations, supervises an Administrative Clerk I, manages special assessment and licensing processes, and coordinates election activities, including central count operations and absentee ballot processing. The position also supports committee and council meetings, financial account balancing, public counter service, records management, and other administrative work. The Deputy City Clerk acts as the City Clerk in the Clerk's absence. The work schedule is Monday through Thursday, 7:30 a.m. to 5:00 p.m., and Friday, 7:30 a.m. to 11:30 a.m., totaling 40 hours per week, with additional hours as needed for the election process. There is no residency requirement. The City describes its Health/1265 program as offering insurance premium incentives and other benefits, and states its commitment to diversity, inclusion, and belonging.

Requirements

Associate's degree in Business, Accounting, or a related field; equivalent combinations of experience and/or education may be considered.
Three to five years of progressively responsible administrative experience involving development and maintenance of detailed records and general bookkeeping.
Advanced WISVote certification or ability to obtain certification within six months.
Knowledge of general office procedures and departmental recordkeeping and bookkeeping procedures.
Comprehensive knowledge of the WISVote system.
Working knowledge of business English, spelling, punctuation, grammar, business letter forms, and general filing procedures.
Knowledge and skill in basic mathematical computations, cash handling, and simple bookkeeping.
Ability to obtain notary certification.
Knowledge of supervisory principles and practices.
Extensive knowledge of Wisconsin Statutes, City Ordinances, and the procedures and activities required to perform the duties of the City Clerk's Office.
Ability to perform full data-entry functions and proficiently use a computer and required software.
Ability to operate a variety of office machines and follow oral and written instructions.
Effective oral and written communication skills and ability to establish and maintain effective working relationships with staff, the public, and City officials.
Ability to work the required hours and exercise sound independent judgment in accordance with laws and regulations.
Ability to lift and carry up to 20 pounds; frequent standing and sitting; ability to focus for extended periods and to reach, stoop, and lift.

Nice To Haves

Municipal government work experience.
Supervisory experience.

Responsibilities

Assist the City Clerk with planning, organizing, and directing the Clerk's Office activities.
Supervise and direct the Administrative Clerk I; plan, assign, supervise, and evaluate work; interview and recommend applicants; and provide employee training and orientation.
Oversee special assessment and delinquent special assessment programs, including preparing letters, calculating daily interest on assessment bonds, researching monies owed to the City for DFIs, posting assessments to the tax roll, preparing the tax roll, submitting hearing notices and resolutions for publication, and preparing bond listings of unpaid assessments.
Oversee the process for new liquor licenses, including coordinating with license holders, reviewing applications for accuracy and compliance, processing payments, entering information into the licensing program, coordinating departmental approvals, and issuing licenses.
Manage central count operations with the City Clerk, including setup and placement, training and managing poll workers and processing teams, leading the absentee board of canvassers, ensuring ballot-processing accuracy, and managing election-day operations in compliance with state statutes.
Provide election-day briefs on absentee counts, submit results to the County, reconcile poll books, and administer public tests of central count ballot-processing machines.
Run Protection & Policy Committee operations, including agenda items and communications with Alders, Police, and Law; operate Civic Clerk software during meetings, take notes, publish agendas and minutes, and copy items to the Common Council agenda.
Oversee balancing of finance accounts, including the special assessment program account, and ensure accurate receipting of monies.
Handle CSMs and Plats in the City Clerk's absence.
Assist with City elections and pre-election functions; provide polling locations with election materials; generate and print poll books; and print, mail, and record the return of absentee ballots.
Record election records, lists, and reports; train poll workers on state statute requirements; maintain voter records and update the state voter registration system; review reported deaths and felony convictions and send required notifications.
Process daily absentee ballot requests, including UOCAVA requests, and prepare and mail absentee ballots according to applicable state laws and deadlines.
Provide counter service by taking applications, issuing licenses and permits, accepting voter registrations and assessment payments, and serving the general public.
Answer phones and respond to inquiries; notarize papers and applications; and take oaths and sign papers in the City Clerk's absence.
Act as City Clerk in the Clerk's absence, including coordinating elections, managing the office, and attending City Council meetings, Board of Review meetings, and other proceedings.
Provide backup support to the City Clerk, City Council, and other administrative staff; order office supplies; and perform other assigned duties.