What are the responsibilities and job description for the Deputy City Clerk/ Administrative Assistant position at City of Menasha, WI?

Salary : $25.09 - $32.06 Hourly

Location : Menasha, WI

Job Type : Full time

Job Number : 2025-2

Department : Clerks Department

Opening Date : 02 / 10 / 2025

Closing Date : 3 / 3 / 2025 4 : 00 PM Central

Summary of Job

Under the supervision of the City Clerk, this role handles administrative tasks, detailed clerical work, and confidential matters while assisting the Mayor, City Clerk, and City Attorney. Additionally, serve as Deputy City Clerk in the Clerk's absence.

Schedule : 37.5 hours per week

Impact : Play a vital role in city governance by supporting leadership and essential operations

Join the City of Menasha team and make a difference - apply today!

Essential Duties and Responsibilities

ESSENTIAL FUNCTIONS to include the following :

Performs clerical duties, including answers telephone, files, open / sorts mail, photocopies, types and / or transcribes letters, memos, resolutions, ordinances and other legal documents and confidential material.
Provides customer service to residents.
Composes correspondence to include letters, resolutions, ordinances, proclamations.
Assist with preparation of agendas, draft minutes and other documents for Common Council and Committees and places on the City website; Abbreviates approved Common Council minutes for publication.
Assembles Council packets for Aldermen, Department Heads and Media in City Clerk's absence.
Prepares and issues licenses, oaths of office and other forms for Mayor and City Clerk.
Maintains bartender (operator's) license and staff ID system.
Assists the City Clerk with elections and elections preparation, including maintenance of absentee voter databases and the Statewide Voter Registration Program.
Assists the City Clerk, Mayor and City Attorney in activities as assigned relative to their offices.
Assists the City Clerk and inter-departments in creating annual Horizon calendar.
Acts as Deputy City Clerk to fulfill all essential functions of the City Clerk position description in the absence of the City Clerk.
Maintains and updates City webpages and social media pages for the offices of the Mayor, City Clerk and City Attorney.
After consultation with the City Attorney, prepares legal documents such as pleadings, briefs, stipulations and subpoenas, organizes and maintains case files.
Assists the City Attorney with municipal court and processing claims, including preparing, organizing, monitoring and maintaining records, phone calls to individuals and / or attorneys and scheduling witnesses.
Monitors office equipment and inventory; and purchases all supplies for the offices of Mayor, City Clerk and City Attorney.
Attends training pertaining to Deputy Clerk duties and other clerical duties.
Responsible for the public relations and image of the City of Menasha, the Mayor, City Clerk and City Attorney.
Other duties as assigned.
Report for work as scheduled.

NON-ESSENTIAL FUNCTIONS, not inclusive list :

Assist other departments in clerical activities as needed.

Qualifications

REQUIREMENTS OF POSITION

Requires graduation from high school or equivalent, Associate's degree preferred and minimum of three years experience as an administrative assistant, with additional training in administrative assistant skills, or combination of experience and training which provides the following knowledge, abilities and skills :

Type and perform word processing accurately at a minimum of 50 words per minute.

Accurately perform alphanumeric data entry.

Excellent knowledge of English and grammar.

Prepare clear and concise reports from records and documents.

Effectively and efficiently meet required deadlines.

Efficiently operate general office equipment to include but not limited to : telephones, copy machines, fax machines and computer scanners.

Proficient use of computer and software including Microsoft Word, Excel, Power Point and AlphaID (database) products.

Ability to function efficiently and accurately under pressure; ability to make decisions; ability to maintain administrative, fiscal, and general records; ability to maintain and update files in a written and electronic format

Ability to successfully complete and maintain Wisconsin Municipal Clerks Institute Certification and Notary Public

Skill in maintaining an effective working relationship with the City Council, elected officials, employees and the general public.

Skill in dealing with various situations with tact and understanding.

Ability to effectively communicate orally and in writing.

Some overtime is required.

Ability to learn and consistently follow procedures and processes.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Wisconsin Driver's License.

Wisconsin Municipal Clerks Institute Certificate, desirable.

Notary Public, desirable.

Job Knowledge, Skills and Abilities

PHYSICAL DEMANDS

The physical demands described herein 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.

While performing the duties of this job, the employee is regularly required to sit, stand, walk and use both hands to handle, touch, grasp, reach with hands and arms, talk and hear; sometimes light - medium lifting and carrying required.

Specific vision abilities include close and distant vision, peripheral vision, depth perception, and ability to focus.

FUNCTION OF POSITION DESCRIPTION

This position description has been prepared to define the general duties of the position, provide examples of work and to detail the required knowledge, skills and abilities as well as the acceptable experience and training for the position. The description is not intended to limit or modify the right of any supervisor to assign, direct, and control the duties of employees under supervision. The City of Menasha retains and reserves any and all rights to change, modify, amend, add to or delete from any portion of this description in its sole judgment.

This job description is not a contract for employment.

The City of Menasha is an equal opportunity employer, in compliance with the American Disabilities Act. The City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Health Insurance

Four plan options through Network Health, most with a 10% employee premium contribution

Dental Insurance

Self-funded through Delta Dental, 10% employee contribution, 80 / 20 co-pay

Vision Insurance

Superior Vision, Materials only, 10% employee contribution

Annual contributions from the City to support your health expenses

Generous Time Off

8 paid holidays and 5 floating holidays

Vacation starts the month after hire!

Sick leave accrues at 1 day / month

Deferred Compensation 457 plan

City-supported 457 plan with payroll deductions for retirement savings

Flex Spending 125 (FSA)

Tax-advantaged accounts for medical and dependent care expenses

Retirement Security

Membership in the Wisconsin Retirement System, ranked among the top 10 pension plans in the U.S.

Both the City and employees contribute 6.95% in 2025

Salary : $25 - $32

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