Salary: $23.25 - $28.83 Hourly
Location : Appleton, WI
Job Type: Full-time
Job Number: 2024-105
Department: Legal and Administrative Services
Division: City Clerk
Opening Date: 05/22/2024
Closing Date: 6/9/2024 11:59 PM Central
Job Description

Come join the City of Appleton! Here at the City, you'll have the opportunity to grow and enjoy your best life through challenging work, great teams, training opportunities, flexible work arrangements, and making a lasting impact on the community. We welcome and respect all employees as they are. Come join our team-you belong here!
This position is responsible for clerical and elections work which involves complex work methods and problems.

Work involves performing a wide variety of administrative and clerical duties in handling the City's Elections requiring the application of discretion, initiative and independent judgment in the interpretation of policies, procedures and regulations. Work involves preparation, coordination and maintenance of the entire election process. Work is performed under limited supervision and reviewed in a general manner upon completion for adherence to established policies and procedures.
Examples of Duties

ESSENTIAL JOB FUNCTIONS

• Coordinates pre-election preparation, maintains election records and history files, assures adequate inventory and proper distribution of election supplies, prepares reference materials pertinent to each type of election, and assures accurate and timely input of post-election data.
• Directs and oversees assistance provided by Administrative Support Specialists regarding pre-election preparations, post-election preparations and voter maintenance tasks.
• Recruits, directs, assigns and supervises Inspectors, Election Registration Officials and Special Voting Deputies; maintains election worker history files; manages appointments, tracks training certification hours and calculates payroll figures.
• Remains aware of changes in Wisconsin State Statutes and Federal Voting Assistance Program regarding election laws/procedures and pending changes in legislation; assists with the development and implementation of any necessary changes in procedure as a result; updates instruction/processes, assists with the development and presentation of election training materials with City Clerk.
• Facilitates voter registration and management through the WISVOTE System, including all new registrations, changes and deletions both in electronic and hard copy formats through a variety of processes including those directed or initiated by the Wisconsin Elections Commission.
• Manages inactive voters including felon, death, HAVA matches.
• Assists in coordinating the absentee voting process for in-office absentee voting. Processes, batches, and directs the fulfillment of mail, military and overseas absentee ballot requests each requiring specific applications and complex recording and tracking procedures; prepares write-in absentee ballots as necessary.
• Facilitates Special Voting Deputy schedules and visits consistent with State law.
• Maintains thorough knowledge of the election equipment; completes pre-election testing of all equipment and sets up for in-person absentee voting.
• Completes all reports related to election administration and voter data in WisVote.
• Completes election reconciliation following each election.
• Assists with the completion of post-election audits.
• Gathers and organizes information for election related record requests.
• Provides election day support for voters and poll workers.
• Coordinates election night returns; secures ballots; prepares reporting forms; organizes and reviews election returns for accuracy.
• Conducts post-election activity including records votes; cancels outstanding ballots; completes required reporting and voter statistics.
• Assists with coordination of election related activities with outside community organizations.
• Coordinates use of 15 polling locations, equips sites with materials needed to conduct elections and coordinates the on-site storage of equipment and supplies.
• Coordinates with City Clerk and Administrative Services Lead to prepare election related information for the City Clerk website.
• Prepares nomination papers and assists municipal candidates in the completion and filing of ballot access forms.
• Assists the City Clerk in ballot ordering and layout review.
• Manages and updates address, ward and district combinations in WisVote.
• Coordinates with GIS to provide accurate and detailed maps for citizens and candidates with Ward and District boundaries.
• Composes and types a wide variety of internal and external correspondence.
• Enters data into computer programs and edits for accuracy.
• Maintains a detailed record and filing system.
• Maintains a detailed calendar for the destruction of election records and performs such activities when applicable.
• Answers inquiries from visitors and callers.
• Maintains regular punctual and predictable attendance, works overtime and extra hours as required.

OTHER JOB FUNCTIONS

• Provides backup for other clerical staff - specifically answering telephone inquiries, front counter greeting, processing bartender and other license applications, cash receipting, assisting with mail/copy functions of the Mail/Copy Center.
• Aids City Clerk and Administrative Services Lead with special projects and report distribution when necessary or in their absence.

Typical Qualifications

Considerable experience in responsible clerical/administrative work; graduation from high school, plus additional training of at least one to two years of college, business or technical school; or any equivalent combination of experience and training which provides the following knowledge, abilities and skills:

• Extensive knowledge of State election laws and procedures and activities pertaining to the office of the City Clerk.
• Knowledge of departmental rules, regulations, procedures and functions.
• Ability to recruit, train and supervise seasonal election personnel.
• Ability to work accurately under pressure and meet strict deadlines.
• Ability to understand and effectively carry out oral and written instructions.
• Ability to make decisions in accordance with laws and regulations and to apply these to work problems.
• Ability to prepare effective correspondence on routine matters and compile data for reports.
• Ability to clearly convey laws and procedures to members of the public.
• Ability to establish and maintain effective working relationships with other employees and the public and to deal with public relations problems courteously and tactfully.
• Skill in operation of computers and computer software, WisVote voter management site, electronic voter tabulating equipment, and other standard office equipment.

Supplemental Information
COMPETENCIES
Communication
Self-directed/Autonomous/Accountable
Problem Solving
Technical/Professional/Strategic Skills
Creative/Innovative
To learn more about these competencies click
Employees in this class are afforded full benefits including, but not limited to:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long-Term Disability Insurance
• 457 Deferred Compensation Plan
• Wisconsin Retirement System (WRS)
• Vacation/Paid Time-Off
• Paid Holidays

To view the 2024 Benefits Booklet online, click
For a more detailed overview of our benefit package,