BASIC FUNCTION:

Provides assistance and support to the Village Clerk/Treasurer in carrying out the functions of that position. Works closely with the Administrative Assistant to provide seamless customer service to other departments and to the public.

SUPERVISION RECEIVED:

• Receives direction from the Village Clerk/Treasurer. Deputy Clerk/Treasurer may also occasionally receive general direction from the Village Administrator and applicable Department Managers.

ESSENTIAL JOB FUNCTIONS:
DEPUTY VILLAGE CLERK/TREASUER DUTIES AND RESPONSIBILITIES

• Perform necessary functions of the Village Clerk’s office during the Clerk’s absence, including attendance at after hour meetings as assigned.
• Generate letters and memos, read and respond to e-mails, open and respond to mail, answer phones, and use and respond to voicemail. 
• Assist in maintaining electronic and physical filing systems.
• Prepare, distribute, and post meeting notices, agendas, and minutes for various boards, committees, and commissions.
• Assist with all aspects of election administration, including, but not limited to:
  1. Maintaining voter records and election equipment, election material inventory, and ordering of supplies.
  2. Assist in absentee ballot preparation, conducting public testing of election equipment, and election worker training.
  3. Assist in setting up polling locations prior to Election Day and provide support for all polling locations on Election Day. 
• Assist with the management of various licensing processes, (e.g. dog licenses, liquor licenses, street permits, special event permits), including application processing, notification, and issuance. 
• Attend assigned board, committee, and commission meetings and take minutes. Assist in administrative duties relating to the Board of Review.
• Assist in the preparation, publication, documentation, and certified mailings for various types of public hearings. 
• Provide assistance with preparation of various reports.
• Perform tax search requests and prepare special assessment letters. 
• Assist in responding to and tracking of open records requests.
• Assist in the creation, signing, publishing, and tracking of ordinances and resolutions.
• Assist in the preparation of board, committee, and commission appointments, including applications, oaths, training documents and maintaining rosters.
• Assists with daily cash receipt and tax collection reports for accuracy and performs daily reconciliation of tax collections and cash receipts.
• Assist in the maintenance of the Village website and Village Facebook site with general information, departmental pages, permit and license applications, meeting agendas and minutes, resolutions, and ordinances.
• In tandem with the Administrative Assistant, this position provides robust customer service coverage to residents visiting or calling the village. Will need to provide coverage for all Administrative Assistant duties when they are not present. 

QUALIFICATIONS:

• High School Diploma or GED and 2 years of Clerical or Administrative experience required. Advanced education preferred. Government experience is preferred.
• Ability to become a Notary Public.
• Ability to maintain confidentiality of documents, records, and communications required.
• Experience with computers, copiers, and other standard office equipment required.

• Proficiency in Microsoft Word, Excel, and Outlook required. Experience with WisVote and Ascent preferred.

• Ability to work long hours and occasional weekends during elections and to work evenings when meeting attendance is required. 
• Adept at learning new skills, capable of handling several assignments at one time, and the ability to meet deadlines.
• Ability to prioritize assigned tasks and take appropriate action based on standard procedures.
• Ability to work well with others and work independently.
• Dependable and punctual.
• Possess and maintain a valid driver’s license

SELECTION GUIDELINES:
This job description has been prepared to assist in properly evaluating various classes of responsibilities, skills, working conditions, etc., present in the classification. It is intended to indicate the kinds of tasks and characteristic levels of work difficulty that will be required of position that will be given this title. It is not intended as a complete list of specific duties and responsibilities. Nor is it intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression of illustration describing duties shall not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
 
The Village of Caledonia may conduct a background investigation of a candidate for employment and periodically during the employee’s employment. An applicant or employee is required to cooperate with the Village’s background investigation.
 
The Village is an Equal Opportunity Employer. In compliance with state and federal law, the Village will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.