Deputy Clerk I

JOB The purpose of this position is to perform customer service, related office administrative support functions, and perform duties in support of the Village Clerk. The Deputy Clerk I may act as Village Clerk in the event of the absence of the Clerk and Deputy Clerk II. The work is performed under the direction of the Village Clerk. The Deputy Clerk I also performs as a backup to other administrative assistants within Village Administration.

This position requires great attention to detail, organization, and confidentiality in the daily operations of the Village, as well as working well with the public.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The following is illustrative of the essential duties of the position and does not include other nonessential or peripheral duties that may be required.

• Provide detailed support and assistance with election process by registering new voters, assisting with absentee voter applications and ballot mailing, completing the in-person absentee voting process with community members, scheduling election officials and staff, assisting on the day of the election, and other duties as assigned by the Village Clerk.
• Processes applications for alcoholic beverage licenses, operator licenses, cigarette licenses, peddler’s permits, direct seller permits, special event permits, mobile food establishments, firework user and firework seller permits, and such other licenses as required by the state statute or municipal ordinances for issuance by the Village Clerk.
• Leads the management and maintenance of official files of all Village documents, including scanning, indexing, and filing. This includes assisting with compliance of public record requests.
• Provide customer service to walk-in customers at the central counter for receipt of various payments and general questions. This task includes connecting the customer to the appropriate village employee or department for further assistance and developing a strong, high-level working knowledge of Village operations.
• Receives and records monies for licenses and permits processed through the Clerk’s office.
• Assist the Village Clerk with recording and transcribing Village Board minutes. Distribute minutes to appropriate parties.
• May act as recording secretary in the absence of the Village Clerk. Providing assistance with tasks such as:
  • Preparation of Village Board and committee agendas at the direction of the Village Manager, Village President, and Village Clerk.
  • Attending and recording the proceedings of Village committees, commissions, and board meetings as needed.
• Assist with miscellaneous administrative duties as needed or directed.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge, understanding and the ability to apply State Statute laws as they relate to the Municipal Clerk’s duties and considerable knowledge of Village ordinances, policies, and procedures.
• Considerable skill in recordkeeping and computers; performance of all clerical activities; and effective communication with individuals at all levels of the organization, elected officials, and the general public.
• Knowledge and operational ability with modern office and computer equipment, practices, and procedures. Skilled in the use of computers, technology, and office equipment, including proficiency in Microsoft Office.
• Ability to process confidential information with discretion; and ability to carry out assigned projects without detailed instructions and with a minimum of supervision.
• Work independently and in a team setting. Ability to work cooperatively with others and to deal tactfully and effectively with the public.
• Excellent verbal and written communication skills.
• Occasional evening attendance at meetings and elections will be required. Ability to work up to a full-time (37.35/hrs./wk.) during elections.

MINIMUM EXPERIENCE, EDUCATION, AND TRAINING

• High school diploma or equivalent. Associate's degree in business administration, office administration, or public administration is preferred.
• One (1) to Three (3) years of related office experience, which includes customer service and computer experience.
• Certified Legal Assistant / Paralegal is desired.
• Completion of Wisconsin Municipal Clerk’s Institute and WISVote certification or the ability to obtain.

PHYSICAL DEMANDS

• Requires the ability to operate, maneuver, and/or provide simple but continuous adjustment on equipment, machinery, and tools such as a computer and other office machines, and/or materials used in performing essential functions.
• Requires the ability to coordinate eyes, hands, feet, and limbs in performing coordinated movements such as typing.
• Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and pulling of objects weighing five to ten pounds and occasionally up to 50 pounds.
• Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials, and tasks.
• Ability to work under generally safe and comfortable conditions where exposure to environmental factors may cause discomfort and poses a limited risk of injury.

SUPPLEMENTAL INFORMATION The first review of application materials will be July 16, 2026. The position will be open until filled.