City Clerk

City of Madison, WI; Madison (WI); On-site; USD 120,000 - 164,000; Full time

Job summary

Join Madison's City Clerk's Office as a City Clerk, a key leadership role ensuring smooth democratic processes and effective city operations. This permanent full-time position encompasses overseeing elections, managing critical city documents, and influencing policy for the community's future. Ideal candidates should have strong experience in public administration and be passionate about local governance. A competitive salary and unique benefits await those ready to lead Madison toward its goals.

Benefits

Competitive salary and benefits

Long-term stability with a five-year contract

Community engagement opportunities

Qualifications

• Minimum of three years of supervisory experience related to municipal clerk responsibilities.
• Experience in public administration or government operations.
• Strong writing and analytical skills for policy influence.

Responsibilities

• Oversee all election processes and manage election staff.
• Ensure the integrity of city records and licensing systems.
• Serve as Clerk of the Common Council.

Skills

Leadership

Communication

Public Administration

Strategic Planning

Organization

Education

Certification through the Wisconsin Municipal Clerk Program

Job description

Salary : $120,778.66 - $163,050.09 Annually

Location : Madison, WI

Job Type : PERMANENT FULL TIME

Job Number : 2025-00204

Department : City Clerk's Office

Opening Date : 05 / 22 / 2025

Closing Date : 6 / 23 / 2025 11 : 59 PM Central

Comp. Group / Range : 21 / 18

General Description

Lead, Innovate, and Champion Democracy - Be Madison's City Clerk!

Are you ready to take on a high-impact role that defines the heartbeat of Madison's government? As City Clerk, you'll be at the helm of critical city operations, ensuring democracy runs smoothly, records are meticulously kept, and policies drive positive change. This isn't just a job-it's a mission!

The Role

This is your chance to lead, plan, and execute diverse programs with precision and purpose. You'll be the architect of Madison's election processes, the guardian of official city documents, and the force behind vital licensing and permit systems. Every decision you make will shape the city's future.

Key Responsibilities

• Oversee the Clerk's Office, providing visionary leadership and strategic direction
• Ensure seamless elections, developing and implementing processes that uphold integrity
• Manage licensing and permits, keeping Madison's businesses and residents on track
• Preserve city records, safeguarding critical documents as the custodian of official information
• Support the Common Council, administering and recording proceedings with precision
• Influence policy, collaborating with city managers and leaders to drive impactful initiatives

What We're Looking For

You're sharp, decisive, and ready to lead. You thrive in a fast-paced environment, balancing big-picture strategy with meticulous execution. Our ideal candidate is :

• Experienced in public administration, government operations, or executive leadership
• Detail-oriented and organized, handling complex programs with confidence
• A strong communicator, connecting with stakeholders, officials, and the community
• Passionate about public service, with a drive to support Madison's mission and values

Why You Want This Job

• Prestige and Impact - Your work directly influences Madison's governance and democracy
• High-level Leadership - You'll be a key player on the Mayor's Management Team
• Competitive Salary and Benefits - Reflecting the importance of this role
• Long-term Stability - A five-year contract ensures continuity and commitment
• Community Connection - Residency in Madison required-be part of the city you serve

Ready to Take Charge?

This role isn't for the faint of heart-it's for leaders, strategists, and changemakers who want to drive Madison forward. If that's you, apply today and step into a career that matters.

IMPORTANT : THERE ARE TWO (2) SUPPLEMENTAL ESSAY QUESTIONS ON THE JOB POSTING.

YOU MUST ATTACH YOUR ANSWERS IN THE ATTACHMENTS SECTION OF YOUR APPLICATION.

To view the questions, click on the supplemental question tab OR view the bottom section of the job bulletin)

• APPLICATIONS RECEIVED WITHOUT ATTACHED ESSAY RESPONSES WILL BE ELIMINATED FROM CONSIDERATION.

Our Community

The City of Madison is regularly included in lists of top places to live. A thriving food scene, more than 200 miles of trails for hiking, biking and snowshoeing, excellent healthcare, and of course great transit work together to help meet Madison's vision to be inclusive, innovative, and thriving.

• 11 Best Places to Live in the Nation -
• 1 Best Places to Live -
• 1 Best Cities for Families -
• 2 ranked among top 30 mid-sized US cities for green commuting -
• More Madison rankings and accolades can be found on the and on .

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn't match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Employees may be eligible for loan forgiveness through the .

Examples of Duties and Responsibilities

Plan, direct, coordinate, and manage the equitable implementation programs, operations and services of the Clerk's Office. Carry out all related statutory responsibilities and duties of a City Clerk. Serve as Clerk of the Common Council and the Committee of the Whole. Administer the oath of office. Coordinate and ensure compliance with regulatory agencies to include the City of Madison, Dane County Clerk's Office, and Wisconsin Elections Commission.

Manage a diverse professional and administrative staff. Maintain a positive work environment that welcomes and supports a diverse staff. Ensure effective hiring, training, safety, evaluation, and change management programs.

Develop, implement, and evaluate policies and procedures. Oversee organizational functionality and make changes to enhance efficiency of operations. Manage the administration of systems that use key performance indicators to track office performance, operations, and budget. Lead and implement the office budget, including preparing annual budget proposals. Develop, maintain, and support systems that promote continuous improvement and service delivery.

In collaboration with the Common Council Office, prepare agendas and proceedings. Maintain the official records of the City and publish ordinances and official notices. Serve as the recipient of all official communications, and provide affidavits for court proceedings regarding documents filed with the office.

In collaboration with the Common Council Office, administer the City's legislative tracking system (Legistar). Provide training and direction in relation to the system and legislative process. Provide staff support for the Police & Fire Commission and the Alcohol License Review Committee.

Oversee all election processes, including preparation, voting, processing of ballots, canvassing, reporting of results, and post-election audits and other checks. Plan and direct all City elections and supervise the registration of voters. Hire, train, and manage election officials. Ensure the staffing and equipping of each polling location. Work with UW-Madison and community partners to facilitate voting. Ensure each polling location has the training and tools needed to make voting accessible for voters with disabilities. Provide accessible and equitable voting options throughout the City for in-person absentee voting. Manage the security of election equipment, ballots, data, and results.

Appoint, train, and serve on the municipal Board of Canvassers to certify municipal election results. Advise and support the Board of Canvassers for the Madison Metropolitan School District. Collect and analyze data on why eligible voters are unable to cast a ballot or have their ballot counted, and develop solutions to address the barriers.

Provide court testimony, affidavits, and declarations for state and federal court cases regarding voting rights. Provide technical advice and feedback to the Wisconsin Election Commission. Provide training and guidance to election administrators in Wisconsin and in other states.

Provide lobby law oversight regarding lobbying of City officials. Oversee candidate filings and campaign finance filings for the City of Madison and the Madison Metropolitan School District Board of Education. Process nomination papers and administer challenge process and candidate certifications. Administer the elections of Madison's Central Business Improvement District.

Direct the issuance of City and County licenses and permits. Execute contracts pursuant to City ordinances and procedures.

Oversee the posting of City meeting agendas, the compilation of the weekly meeting schedule, and the annual creation of the official city roster.

Receive petitions from the public and process them according to applicable state laws and City ordinances.

Oversee the annual Statement of Interests filing for City of Madison elected officials and candidates, members of City committees / boards / commissions, and certain City employees.

Engage in and support public relations activities, including customer relations, media relations, and initiatives such voter education. Ensure ongoing maintenance of the agency website and social media content.

Represent the Clerk's Office before City committees and the Common Council. Participate in intra / inter-agency committee efforts. Attend various professional and civic meetings and present / discuss various programs.

Compile and complete various reports and records to be submitted to County and State agencies in a timely manner.

Perform related work as required.

Minimum Qualifications

• Three (3) years of directly related supervisory or team leadership experience incorporating substantive involvement in clerk's office statutory responsibilities.
• Five (5) years of directly related supervisory experience incorporating substantive involvement in clerk's office statutory responsibilities.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities.

For a complete list of the Knowledge, Skills, and Abilities, please see the .

Special Requirements

Ability to meet the transportation needs of the position.

Ability to be bonded.

Ability to obtain notary public certification.

Certification through the Wisconsin Municipal Clerk Program is required within three (3) years.

The employee will be expected to attend meetings and provide presentations outside the normal work schedule, including evenings and weekends.

A condition of employment for this position requires residency in the City of Madison.

Physical Requirements

Work is performed in an office environment with flexible desk height and using standard office equipment such as computer, telephone, and copier. Work may involve occasional travel to various City facilities in order to attend various meetings.

The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.

Compensation

The City of Madison strives to pay competitive wages. View the current for pay for all classifications.

The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below and more information can be found on our

Leave

Vacation is earned upon starting employment and can be used immediately. The vacation allotment for a Department / Division Head is negotiable.

Employees earn 3.5 personal days in addition to vacation.

Employees receive eight official paid holidays (New Year's Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Year's Eve).

Employees also earn 13 sick days annually that may accrue to a total of 150 days.

Retirement

The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.

Insurance

The City of Madison offers a variety of optional insurance programs including :

• Health Insurance
• Vision Insurance
• Pet Insurance
• Life Insurance
• Income Continuation Insurance (for short and long-term disability)
• Long Term Care Insurance

Other Benefits

The City offers numerous other benefits and programs for employees, including :

• 457(b) deferred compensation plans
• Employee Assistance Program
• Bus Pass on Madison Metro
• Flexible Work Schedules
• Employer-paid Training

I understand a condition of employment for this position requires residency in the City of Madison.

• Acknowledged

Cover letters and resumes submitted with your application will be reviewed and evaluated as part of the selection process, including writing ability, spelling and grammar.

• Acknowledged

PLEASE READ CAREFULLY YOU WILL BE REQUIRED TO ANSWER THE FOLLOWING SUPPLEMENTAL QUESTIONS AS PART OF YOUR APPLICATION. You can answer the questions using a word processing program and attach as a .docx or .pdf file. You must attach the document in the "Attachments" section of the application or you will not receive further consideration for this position. Your responses will be evaluated on your writing ability including : spelling, grammar and your ability to express your thoughts in a logical fashion. By checking this box, you acknowledge the above and understand that your response is required and failure to attach your essay response will immediately eliminate you from consideration.

• AGREED

Please describe how your training and experience have developed your skills to be successful as the next City Clerk and how those skills align with City values.

• My one (1) page essay response is attached in the Attachment section of my application.

Tell us about a time when you needed to implement new election (or other major policy) changes with your team. How did you communicate to your staff, organize the tasks and roles, and what did you learn?

• My one (1) page essay response is attached in the Attachment section of my application.