City Clerk

This is a Department Director level position responsible for all Clerk and Treasury functions including administration of all City elections; coordination of tax billing and collections and of other monies owed to the City; issuance of municipal licenses and permits; maintenance of official City records; and management of all City collections, disbursements, investments and financial reports.

Schedule: Monday - Friday, 8:00am - 4:30pm; required nights & weekends based on departmental and business needs
Salary range: $82,339.12 - $115,463.71
Initial interviews: TBD for those selected to move forward in the process
Tentative start date: TBD
Explore the City's benefits here: City of Waukesha Benefit Guide 

Click here to review the Position Profile: City Clerk Position Profile




Essential Job Functions The job functions listed herein are neither exclusive nor exhaustive, but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

• Administration of Elections under state and federal laws to include tabulating equipment testing, ballot setup, selection and coordination of ADA accessible poll sites, obtain, train and schedule seasonal poll staffing, oversight of outgoing mail absentee process and in-person absentee voting and voter registration. Oversee proper database maintenance to keep voter rolls current. Report timely election results and run Board of Canvas or participate in recount or related audit activities post-election. Keep advised of legislative updates and employ necessary changes to election/office procedures.    
• Directs and supervises administrative support services for Council to include agendas, minutes, publications, and communication. Staff the Ordinance and License standing committee and oversee license application processing to go before Committee and license issuance.
• Attends all Common Council meetings in the capacity as clerk/secretary; refers Council action or requests for information to appropriate standing committees, boards, commissions and/or City departments.  
• Acts as Secretary to the Board of Review; accepts protest forms, schedules hearing dates, swears in witnesses and keeps minutes of all hearings and decisions.
• Acts as recordkeeper of all deeds, easements, planned unit development agreements, etc.
• Responsible for maintenance of the City's Municipal Code of Ordinances.
• Coordinates counter and phone customer service for the department and oversees staff activities of city-wide mail center services and main City Hall phone line.  
• Disseminate official documents for local candidate filings and provide information related to elected officials. Advise regarding parliamentary procedure and other official activities.
• Provides Board of Review appeals process information to taxpayers, receives filings and schedules hearings. Attend and Clerk meeting, swear-in witnesses and record testimony and findings. Coordinate notices and valuation adjustments post-board. Oversee omitted and corrected tax adjustments in tax system for Assessor corrections and creation of new bills and refunds if necessary.
• Prepare departmental budgets for Clerk and Treasurer.
• Statutory filing officer for official city business and public records requests. Maintains and preserves paper and electronic records. Responds to and fills open record requests with necessary redaction. Local filing officer for local candidate paperwork for Spring elections (Alderman, Mayoral, City Attorney, Municipal Judge).
• Research, propose, and manage purchase and implementation of new software replacements or upgrades for Clerk or Treasurer related responsibilities, e.g., Munis Utility Billing for rolling Special Assessments and purchase of MuniCode software.
• Administers oaths and affirmations.
• Oversees and evaluates the workflow and function of department staff; implements policies and procedures for greater efficiencies; plans for temporary office help during heavy volume periods (tax/election season.)
• Assist the Treasurer with Treasurer duties and responsibilities.
• Ensures that all financial reports are prepared, and, if required, submitted to the State of Wisconsin complete and on time.
• As required, signs all checks, bonds, and contracts issued by the City.

Graduation from a four year accredited college or university with a degree in Business, Finance, Accounting or related field, and at least 4 years of experience at a supervisory level in municipal government (i.e., finance, budgeting and office administration); or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

Knowledge of    

• State statutes, City ordinances, regulations and other legal provisions related to the organization and function of municipal government and the office of Clerk/Treasurer, including tax collections and City elections.
• The theory and practice of municipal finance, tax collection, banking, budgeting and office administration.
• Cash management including investment, accounting, bookkeeping and collections.
• The operation of standard office equipment including computers and related software programs.

Ability to    

• Prepare clear, concise, accurate and informative reports.
• Plan, organize and direct the work of others in an efficient and effective manner.
• Establish and maintain effective working relationships with City officials, co-workers and the general public.

Skill in    

• Oral and written communications.
• Recordkeeping and database management.

Necessary Special Requirements

• Certification from the State Elections Commission to run elections. 
• Wisconsin Municipal Clerks Association membership.  
• Ability to pass a criminal and financial background check. 
• Must be bondable.

Physical Demands
The physical demands described here 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.

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee frequently is required to sit, stand, walk, talk and hear; use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms.
• The employee is occasionally required to stoop, kneel, bend or crouch.
• The employee must occasionally lift and/or move up to 25 pounds.

Salary : $82,339 - $115,464