Deputy Clerk/Treasurer Admin Assistant

City of Waterloo; Town of Waterloo (WI); On-site; USD 38,000 - 52,000; Full time

Job summary

City of Waterloo in Wisconsin is seeking an organized administrative professional to support the Clerk, Treasurer and Mayor. You will manage confidential records, coordinate meetings, and supervise daily office operations with accuracy and discretion.

Responsibilities include payroll processing, licenses and permits, agenda prep, website updates, notary duties, and assisting with audits while delivering excellent customer service to residents and internal colleagues.

Responsibilities

• Provide customer service to internal and external customers
• Respond to office inquiries & routing printed and digital communications to municipal departments
• Proficient daily use of Microsoft applications and other online applications to effectively manage assigned department operations
• Office 365, Outlook, Word, Excel, OneDrive, SharePoint and others
• Assist in preparation and distribution of agendas, meeting materials, meeting minutes, and attend meetings when needed
• Regular website and social media updating
• Prepare, track & update rosters of appointed and elected officials and corresponding oaths
• Update and maintain municipal code book, ordinance publications, and resolutions
• Processing and issuing various municipal licenses and permits
• Bi-weekly payroll and payroll record maintenance
• Assist with accounts payable and receivables, and assist with year-end audit activities
• Tax preparation, collection & receipt of municipal revenue
• Election administration; oversee absentee ballot process, distribution, recording and filing
• Performing notary duties
• Assistant deputy to clerk and treasurer
• Assist with park rental and related inquiries
• Ordering office and maintenance supplies

Skills

Microsoft Office

Office 365

Outlook

Excel

Word

Job description

JOB REQUIREMENTS

Interested Candidates should visit the City website for details: Employment Opportunities | City of Waterloo Position will stay open until filled.

Your Impact

You will be expected to be responsible for assigned processes and can drive process improvements to build administrative efficiencies. You will have the opportunity to engage in many aspects of municipal government with a core objective of providing quality services in a cost-effective manner.

Reporting Relationships

Under general supervision of the Clerk, Treasurer and Mayor, performs a variety of complex, responsible and confidential secretarial and administrative duties requiring a thorough knowledge of organization procedure and policies. This position requires the ability to work independently, exercising good judgment, discretion and initiative.

What You Will Be Doing

• Provide customer service to internal and external customers
• Responding to office inquiries & routing printed and digital communications to municipal departments
• Proficient daily use of Microsoft applications and other online applications to effectively manage assigned department operations
• Office 365, Outlook, Word, Excel, OneDrive, SharePoint and others
• Assist in preparation and distribution of agendas, meeting materials, meeting minutes, and attend meetings when needed
• Regular website and social media updating
• Prepare, track & update rosters of appointed and elected officials and corresponding oaths
• Update and maintain municipal code book, ordinance publications, and resolutions
• Processing and issuing various municipal licenses and permits
• Bi-weekly payroll and payroll record maintenance
• Assist with accounts payable and receivables, and assist with year-end audit activities
• Tax preparation, collection & receipt of municipal revenue
• Election administration; oversee absentee ballot process, distribution, recording and filing
• Performing notary duties
• Assistant deputy to clerk and treasurer
• Assist with park rental and related inquiries
• Ordering office and maintenance supplies *****