About the Team:
This is US!About the Municipal Clerk Assistant Role:
Under the general guidance of the City Clerk, this position serves as the primary contact at City Hall, assisting visitors in person, by phone, or by email. Responsibilities include preparing agendas and minutes, managing webpages, processing licenses and payments, and aiding residents with voter services. Strong customer service skills are essential, with bilingual ability preferred but not required. The position involves independent decision-making and regular interaction with the public, officials, and staff. Primary hours for this position will be Monday through Friday, 8:00 am to 4:30 pm.
About the Rewards: 
The City of Fitchburg is a great place to work! We offer an amazing benefits package that includes excellent health insurance, participation in the Wisconsin Retirement System, paid parental leave, bilingual incentive, public student loan forgiveness, and an employee assistance program that offers a variety of programs and tools designed to help promote an employee's health and wellness!
 
The duties listed below are intended only as illustrations of the various types of work That may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.Essential Functions:

• Answer the telephone, respond to questions, or refer callers to the appropriate department.
• Greet the general public and city officials entering City Hall, answer questions and assist them as necessary.
• Prepare outgoing mail, open and distribute incoming mail.
• Receive and route packages delivered to City Hall. 
• Assist the public, in person and via telephone, with questions.
• Prepare certain Committee meeting agendas, notices, and miscellaneous supporting materials as needed.
• Assist with the preparation and posting of all city agendas, ensure they are posted to website and notify me alerts are sent.
• Review and process all incoming new and renewal operator, tobacco and retail alcohol licenses through the City software program for proper information as well as agenda placement. Receipt, file applications, and publish notices in official City newspaper.
• Review and process all dog and cat license applications through the City software program for proper information, issue license and collect fees.
• Review and process all applications for sound and street permits for proper information as well as agenda placement. Collect fees and issue licenses. Complete required notices on the City’s website.
• Review and process other permits as needed.
• Assist in all election related activities including but not limited to, registering voters, issuing absentee ballots, assist with in-person absentee voting, assist in polling location equipment and material prep, assist in polling location set-up, update election data base in Wisvote program, and other election duties as requested.
• Receipt monies for utility payments, building permits and municipal court as needed.
• Maintain assigned pages of the Clerks department website.
• Process and route Open Records Request as needed.
• Process monthly vendor payments as needed.
• Assist with maintaining the electronic document management system. 
• Assist with state tax exemption reporting. 
• Assist with Board of Review prep and correspondence. 

 
Other Functions:

• Assist in preparation of charts and reports for the department’s monthly reports and budget presentation.
• When necessary, looks up tax information such as legal descriptions, parcel numbers, addresses, and land values using Access Dane to answers general assessment questions.
• Schedule meeting rooms for internal City meetings.
• Assist other departments as requested, with prior approval from supervisor.
• Generate correspondence and related election information for mass mailings. 
• Provide notary public services. 
• Extra work hours, including some weekends and all day on Election days during the election cycles, will be required as needed.
• Other duties as assigned.

• None

• High School Diploma or equivalent is required.
• Two years office administration experience preferred.

• None

• Bilingual, English/Spanish, desired but not required.
• Ability to adapt to changing work priorities required.
• Ability to perform detailed work with great accuracy, manage projects, and prioritize tasks required.
• Ability to work autonomously as well as in a team/collaborative environment with only occasional review of work performance required.
• Ability and comfort in utilizing computer technology to access, retrieve, or input information required.
• Advanced knowledge in the utilization of computer technology including word processing, spreadsheet, relational databases, and other related software programs required.
• Ability to communicate effectively both verbally and in writing with a variety of people, including co-workers, other professionals, elected officials, and the public required.
• Proficiency in word processing/keyboard skills required.
• Knowledge of municipal operations including but not limited to election laws, licensing laws, public records laws, and open meetings laws desired.
• Ability to foster cooperation and teamwork and work collaboratively within the organization required.
• Ability to implement critical thinking, problem analysis, and problem-solving, evaluate alternative solutions, and make sound judgments, especially in stressful situations.
• Ability to interpret various instructions furnished in written, oral, diagrammatic, or schedule form required.
• Ability to maintain adequate attendance.
• Ability to establish and maintain effective working relationships with City elected and appointed officials, employees, and the general public.
• Ability to work with culturally diverse individuals and groups.

"Please note: The payroll title is Receptionist"
In evaluating candidates for this position, the City may consider a combination of education, training, and experience that provides the necessary knowledge, skills, and abilities to perform the essential duties of this position.
Work Environment: Inside: Protection from weather conditions but not necessarily from temperature changes. Inside work 95% of the time and outside work 05% of the time.