Deputy City Clerk

City-of-Green-Bay-; Green Bay (WI); On-site; USD 48,000 - 62,000; Full time

Job summary

The City of Green Bay's Clerk's Office seeks a Deputy City Clerk to assist in carrying out all Clerk's Office functions. This role performs challenging clerical and administrative duties of a highly specialized nature and exercises initiative in a fast-paced environment.

Key duties include supervising staff, handling special assessments, preparing notices and licensing processes, managing election operations, maintaining voter records, and ensuring compliance with state statutes.

Qualifications

• Associate's degree in business, accounting, or related field required.
• 3–5 years of progressively responsible administrative experience.
• Municipal government experience preferred and advanced WISVote certification or ability to obtain within 6 months.

Responsibilities

• Assist City Clerk with planning and directing Clerk’s Office activities.
• Supervise Administrative Clerk I and provide training and orientation.
• Oversee special assessments and delinquent programs and prepare related notices.
• Prepare letters, compute daily interest, and post to tax roll.
• Prepare hearing notices and bond listings; manage liquor license processes.
• Oversee central count operations; train poll workers and manage election day operations.
• Administer central count ballot processing accuracy checks and report results.
• Run committee support, publish agenda/minutes, and coordinate with departments.
• Balance finance accounts and manage receipts; handle licenses and voter registrations.
• Maintain voter records and process absentee ballots; ensure compliance with state statutes.

Skills

Office procedures

Recordkeeping

Supervisory principles

Data entry

Notary certification

Education

Associate's Degree in Business, Accounting, or related field

Tools

WISVote

Job description

The City of Green Bay Clerk's Office is seeking a Deputy City Clerk to assist in carrying out all functions of the Clerk's Office. This position performs difficult and responsible clerical and administrative duties of a highly specialized nature.

The successful candidate will exercise individual judgment and initiative and thrive in a fast-paced work environment.

Work Schedule:

Monday - Thursday, 7:30 a.m. - 5:00 p.m. and Friday, 7:30 a.m. - 11:30 a.m. (40 hours per week), plus additional hours as needed for the election process.

No residency requirement.

The City of Green Bay is a leader in employee health and wellness with its Health/1265 program with a goal to engage all employees in their own health and well-being by providing insurance premium incentives and other benefits.

At the City of Green Bay we strive to foster an environment of diversity, inclusion, and belonging. We welcome LGBTQ+, women, and minority candidates to apply.

• Assists the City Clerk with planning, organizing and directing the Clerk’s Office activities.
• Supervises and provides direction to the Administrative Clerk I. Plans, assigns, supervises, and evaluates their work. Interviews and recommends applicants for positions. Provides training and orientation for employees.
• Oversees and directs work related to special assessments and delinquent special assessments programs.
• Prepares special assessment letters, calculates daily interest on assessment bonds. Works with researching monies owed to the City for DFIs. Posts special assessments to tax roll and prepares tax roll.
• Prepares and submits hearing notices, final resolutions and other publications to newspaper. Prepares bond listings of unpaid assessments.
• Oversees entire process for new liquor licenses under the direction of the City Clerk. Coordinates with license holders for completion and compliance, reviews for accuracy, process payment, entry into licensing program, coordinate with other departments for approval, and issue licenses.
• Manage central count operations in conjunction with City Clerk. Oversees setup and coordinates placement. Provides training and management of poll workers and setup processing teams, including affiliated teams for remaking and rejection team. Leads absentee board of canvassers. Ensures accuracy in ballot processing. Manages operations on election day ensuring compliance with state statutes. Provides briefs throughout election day on absentee counts. Submits results to County and reconciles poll books.
• Administers public test of central count ballot processing machines to confirm accuracy in interpreting ballot results.
• Runs Protection & Policy Committee, including agenda items, communications with Alders, Police, and Law on approval of items. Runs Civic Clerk software during meeting, takes notes, and publishes meeting agenda and minutes. Copies items to Common Council agenda.
• Oversees and directs balancing various finance accounts, including special assessment program account. Ensures accurate receipting of monies received. y
• Handles CSMs and Plats in absence of the City Clerk.
• Assists the City Clerk in conducting City elections; assists in performing pre-election functions. Provides polling locations with various materials needed election day. Generates and prints poll books. Prints, mails and records return of absentee ballots for elections. Records various election records, lists and reports. Trains Poll Workers to stay in compliance with state statute requirements.
• Maintains voter records and processes updates in state voter registration system. Reviews records to confirm or deny reported deaths and felony convictions and sends required notifications to voters.
• Processes daily absentee ballot requests, including requests under the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA). Prepares and mails absentee ballots in accordance with applicable state laws and deadlines.
• Counter work: Takes applications and issues various licenses and permits, takes voter registrations, accepts payments for assessments, serves general public. Answers phone and responds to inquiries. Notarizes papers and applications. Takes oaths and signs papers in absence of City Clerk.
• Acts as the City Clerk in his/her absence by coordinating elections, managing the office, attending City Council meetings, Board of Review, etc. Provides back up support to the City Clerk, City Council and all other administrative staff.
• Orders office supplies.
• Performs other duties as assigned.

• Associate's Degree in Business, Accounting, or related field.
• Three to five years of progressively responsible administrative experience involving the development and maintenance of detailed records and general bookkeeping experience.
• Municipal government work experience and supervisory experience preferred.
• Advanced WISVote certification or the ability to obtain the certification within 6 months.

• Knowledge of general office procedures; record and bookkeeping procedures pertaining to the department. Comprehensive knowledge of WISVote system. Working knowledge of business English, spelling, punctuation and grammar. Working knowledge of business letter forms and general filing procedures. Good knowledge and skill in performing basic mathematical computations, cash handling and simple bookkeeping procedures. Ability to obtain notary certification. Knowledge of supervisory principles and practices. Extensive knowledge of Wisconsin Statutes, City Ordinances and procedures and activities required to perform the duties of the Office of City Clerk.

• Ability to perform full data entry functions and proficiently utilize a computer and the required software. Ability to operate a variety of office machines. Ability to follow oral and written instructions. Ability to communicate effectively both orally and in writing. Ability to establish and maintain effective working relationships with staff, the public and City officials. Ability to work the required hours of the position. Ability to exercise sound independent judgment in accordance with laws and regulations.

Typing and other testing tools may be used to assess skills.

Physical Requirements

• Lifting and carrying up to 20 pounds.
• Frequent standing and sitting.
• Ability to focus for long periods of time on projects.
• Ability to reach, stoop and lift.

The above is not to be construed as an exhaustive statement of duties, responsibilities or requirements.