City Clerk/Deputy Treasurer

Performs all required statutory duties of the City Clerk as set forth in Wisconsin Statutes 62.09 (11) and the City of Waterloo Municipal Code. Executes responsible administrative work maintaining the city's records, organizing, coordinating, and supervising the duties of the City Clerk's office. Also serves as Deputy Treasurer per Wisconsin Statutes 62.09 (9) (f). Reports to the Mayor and City Council; appointment is the responsibility of the Mayor as recommended by the City Council. Provides advisory information to the Mayor, City Council, and department supervisors. Employment is on an at-will basis with an initial one-year review period.

The majority of hours worked in a week will range from 7:00 AM to 5:00 PM, Monday through Friday. Some evening meetings are required.

Responsibilities

• Administrative:
  • Implements policies and directives of the Mayor and City Council.
  • Assists citizens, outside agencies, developers, and staff in bringing matters to the attention of the Mayor and City Council for resolution.
  • Serves as liaison for City contracted services, including City Attorney, City Assessor, Building Inspection, Economic Development, Engineering, and Humane Society.
  • Acts as purchasing officer for the City, formulating and implementing economical and beneficial City-wide purchasing functions.
  • Processes supplier selection, review, and approval.
  • Serves as public information officer, ensuring the public is informed about city operations via multiple media formats.
• Accounting/Budget/Taxes:
  • Assists the City Treasurer in preparing the city budget and publishing budget hearing notices.
  • Solicits Municipal Debt issuance bids.
  • Manages tax collections, account reconciliation, and verification.
  • Reviews and approves all electronic transfers.
  • Stays informed on county, state, and federal legislation and aids/grants; prepares and expedites applications for such funds.
• Human Resources:
  • Maintains current personnel files for all City departments.
  • Coordinates payroll processing.
  • Manages the Employee Handbook, Collective Bargaining Agreements, and employment contracts.
  • Coordinates new employee onboarding, including orientation to fringe benefits and enrollment forms.
  • Assists department heads and the Mayor with recruitment, job testing, preparing job postings, evaluating applications, conducting interviews, and checking references.
• Elections:
  • Oversees and administers the election process, including providing notices and publications.
  • Conducts and reports the official canvass of election results.
  • Recruits and trains Election Inspectors and special voting deputies at care facilities.
  • Supplies official declarations of candidacy to local office seekers.
  • Reviews and verifies petitions and declarations of candidacy for accuracy.
  • Distributes election forms and conducts testing of election machines.
  • Organizes, schedules, and sets up Election Day activities.
  • Performs post-election activities.
  • Maintains poll lists and assists residents with voter registration, absentee ballots, and other election-related actions.
  • Maintains a non-partisan persona and non-political stance on ballot issues.
• Records, Permits & Licenses:
  • Processes all permits and licenses as required by the City, excluding conditional use permits, building permits, and historic preservation.
  • Keeps the official files of the City and maintains custody of the corporate seal.
  • Responds to public information requests.
  • Serves as custodian of all municipal public records, including City code, ordinances, resolutions, meeting minutes, contracts, intergovernmental agreements, and legal opinions.
  • Organizes, updates, and maintains all electronic records.
  • Directs staff on maintenance and storage of records.
  • Updates permits and forms for accuracy, ease of use, and public access via websites, kiosks, and social media.
  • Administers and maintains the accuracy of the City website through file management, posting updates, and editing.
• Cemetery:
  • Answers questions about lot sales and cemetery policies.
  • Processes sales of lots and maintains lot ownership records.
  • Acts as the primary cashier for cemetery transactions.
  • Receives information for interments and maintains interment records.
  • Communicates questions and concerns about cemetery operations to the Department of Public Works Director.
• Meetings:
  • Attends meetings as directed by the Mayor and City Council and records the proceedings.
  • Prepares agendas, public hearing notices, and supporting documents for meetings of the Council, Board of Review, and others as assigned.
  • Ensures timely publication of public hearing notices and posting of agendas in designated locations, via email, and on the City's website.
  • Handles meeting follow-up, including writing and publishing meeting minutes and posting them on the City's website.
  • Serves as secretary for the Board of Review.

Requirements

• Bachelor's Degree from an accredited college or university with a specialization in public or business administration, or an equivalent combination of experience, training, education, and management background.
• Thorough knowledge of the functions and organization of municipal government and the workings of the city council.
• Good knowledge of administrative practices and procedures.
• Ability to coordinate and direct the functions and activities of local/municipal government.
• Ability to write clear and concise reports, directives, and letters.
• Ability to prepare official rules and proceedings.
• Ability to read, interpret, and apply provisions of laws, rules, and regulations.
• Ability to perform difficult and responsible work with independent discretion.

Schedule

The majority of hours worked in a week will range from 7:00 AM to 5:00 PM, Monday through Friday. Some evening meetings are required.