City Clerk/Deputy Treasurer

JOB REQUIREMENTS: 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 and related work as

required. The City Clerk role is also assigned Deputy Treasurer as set

forth in Wisconsin Statutes 62.09 (9) (f). The Clerk reports to the

Mayor and City Council. Appointment is the responsibility of the Mayor

as recommended by the City Council per Code 85-7(2). The Clerk will

provide information on an advisory basis to the Mayor, City Council, and

other department supervisors and perform such additional duties as may

from time-to-time be directed by the Mayor or City Council. The Clerk is

reviewed per ordinance 85-9, after initial one year anniversary; this

position is exempt; employment with the City is on an at-will basis. To

maintain consistency and availability for residents, department heads,

elected officials and other staff members, 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. General Statement Of Duties

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. Liaison for City contracted services, such as but not

limited to: City Attorney, City Assessor, Building Inspection, Economic

Development, Engineering, and Humane Society. Act as purchasing officer

for the City, formulate and place into operation any City-wide

purchasing functions that would be economical and beneficial to the

City. Process for supplier selection, review and approval. Act as public

information officer for the city with the responsibility of ensuring

that the public are kept informed about the operations of the city, via

multiple media formats. Accounting/Budget/Taxes: Assists the City

Treasurer preparing the city budget and publishing budget hearing

notices. Solicit Municipal Debt issuance bids. Tax collections; account

reconciliation and verification. Monthly and year end account

reconciliation review. Review and approval of all electronic transfers.

Stay informed on county, state and federal legislation and of the

availability of aids and grants, prepare and expedite applications for

such funds. Human Resources: Maintain a current personnel file for all

City departments. Coordinate Payroll for processing. Employee Handbook,

Collective Bargaining Agreements, Employment contracts Coordinates new

City employees: a copy of the Employee Handbook and obtaining a signed

statement of receipt; orients employees to fringe benefits options

available to them; assists them filling out enrollment forms. Assists

department heads and the Mayor with recruitment and job testing,

including preparing job postings and advertisements, evaluating

completed applications to determine those that best meet the desired

education and skills, conducting applicant interviews, and contacting

and evaluating references. Elections: Responsible for the oversight and

administration of the election process. Provides the appropriate notices

and publications regarding the election. Conducts and report official

canvass of election results. Recruits and trains Election Inspectors.

Schedules & trains election Inspectors and special voting deputies at

care facilities. Supplies official declarations of candidacy to those

seeking local office. Reviews and checks for accuracy of all petitions

and declarations of candidacy. Distributes election forms. Conducts

testing of election machines. Responsible for organizing, scheduling,

and setting up Election Day activities. Post election activities.

Maintains poll lists, assists residents with voter registrati n,

absentee ballots and all other necessary or required actions to conduct

a free and fair election. When acting as the City Clerk, 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. Responsible

for the care and custody of the corporate seal of the City. Responds to

requests by the public for information. Custodian of all municipal

public records maintained including the City code, ordinances,

resolutions, minutes of public meetings, contracts, intergovernmental

agreements, legal opinions, and other similar documents. Organize,

update, and maintain all electronic records. Directs staff on

maintenance and storage of records. Updates all permits and forms

regularly for accuracy, ease of use/understanding, and maintaining

public access through various methods such as but not limited to

websites, kiosks, and social media. Administers and maintains the

accuracy of the website through file management, posting updates and

editing. Cemetery (currently one with limited need): Answers questions

about lot sales and cemetery policies. Processes sales of lots and

maintains lot ownership records, including acting as the primary cashier

for cemetery transactions. Receives information for interments and

maintains interment records. Receives questions and concerns about the

operations of the cemetery and communicates them to the Department of

Public Works Director. Meetings: Attends meetings as directed by the

Mayor and the Council and records the proceedings. Prepares agendas and

public hearing notices and assembles other supporting documents for

meetings of the council, the Board of Review and others as assigned.

Responsible for ensuring that all public hearing notices are published

in a timely fashion and that all agendas are posted in the designated

locations in a timely fashion, distributed by email to requesting

parties, and posted on the City\'s web site. Responsible for meeting

follow-up, including writing and publishing meeting minutes and posting

such minutes on the City\'s web site. Serves as secretary for the Board

of Review. \*\*\*\*\* OTHER EXPERIENCE AND QUALIFICATIONS: Required

knowledge, skills, and abilities: 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 of 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. \*\*\*\*\* APPLICATION

INSTRUCTIONS: Apply In Person: Waterloo Municipal Building

Clerk/Treasurer\'s Office 136 North Monroe Street Waterloo, WI 53594

E-Mail a Rsum: cityhall@waterloowi.us Apply Online:

http://www.waterloowi.us/municipal/municipal_employment.php?page=home

E-Mail a Work Application: cityhall@waterloowi.us Other: The job

announcment, description and application are available online at

http://www.waterloowi.us/municipal/municipal_employment.php?page=home