Clerks Department
Job Descriptions
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Reports to: Mayor Pay Grade: 11 FLSA: E
SUMMARY OF POSITION
The purpose of this position is to perform the statutory duties of the Municipal Clerk: maintain public records, coordinate elections and licenses, and maintain and record the official minutes of the City of Stoughton. Responsible for management of Deputy Clerk and front desk staff.
DUTIES AND RESPONSIBILITIES
Core Duties and Responsibilities - The following duties are the primary duties of this position but do not compose an exclusive or all-encompassing list of duties. Other duties may be assigned or required to accomplish the main goals of this position.
• Performs all statutory duties of the Municipal Clerk.
• Supervision of Deputy Clerk and front desk staff including staffing, development, and overall management.
• Maintains public records and ensures that records are properly preserved, filed, and disposed of; maintains official records of licenses, permits, and bonds; coordinates publication of City legal notices.
• Prepares official City Council proceedings, minutes; prepares meeting agendas and other materials as required; completes follow-up of City Council and Committee actions.
• Coordinates and administers public hearing process for Council and Committee of the Whole and other departments as required.
• Coordinates and administers the processing of all required City licenses.
• Records City documents with the County Register of Deeds.
• Coordinates and administers City election process including voter registration, ballot preparation, absentee voting; conducts Election Day process.
• Coordinates the Open Book and Board of Review process. Prepares Statement of Assessment.
• Prepares annual budget for Clerk and Election.
• Prepares ordinances and resolutions and coordinates the codification process.
• Performs Garbage pickup and Recycling Coordinator duties, and maintains database.
• Compiles accounts payable invoices, code for payment, and process and produce a check for payment.
• Prepares City 1099’s to vendors and related reports for Federal and State government. Sends out and tracks W-9 information.
• Maintains all contract files.
• Staff person to Council and Committee of the Whole, CA/CP and other committees as directed by the Finance Director.
QUALIFICATIONS
The ability to perform the Core Duties and Additional Duties listed above and:
Education/Training/Certifications
• A two- or four-year college degree in business, public administration, or a related field; educational, vocational, or technical training; three to five years municipal government or related experiences; or any combination of education and experience that provides equivalent knowledge, skills, and abilities is preferred.
• Certified Municipal Clerk and/or Wisconsin Municipal Clerks Association designation is preferred.
• Knowledge and ability to perform Statewide Voter Registration System functions.
• Background check, physical/drug screen & reference checks required.
Language Skills
• Ability to decide the time, place, and sequence of operations within an organization, and the ability to oversee operations.
• Ability to set goals and objectives for others and to perform periodic reviews.
• Ability to analyze and categorize data and information using established criteria to determine consequences and identify and select alternatives.
• Ability to manage and direct a group of workers, including the ability to provide counseling and mediation; to persuade, convince, and train others; to advise and interpret the application of policies, procedures, and standards to specific situations.
• Ability to utilize, prepare and/or interpret a variety of advisory and design data and information such as meeting minutes/agendas, legal notices, public records, special assessments, election notices, licenses, accounts, State Statutes, City ordinances, and tax rolls.
• Ability to provide excellent customer service internally and externally.
• Ability to lead a team effectively, and to participate as a team player.
• Ability to communicate effectively orally and in writing with Mayor, office staff, other City personnel, City Council members, vendor representatives, attorneys, and the general public.
Mathematical Skills
• Ability to calculate and understand percentages, fractions, decimals, interest, discount, and ratios.
• Ability to interpret descriptive statistical reports.
Judgment and Situational Reasoning Ability
• Ability to use functional reasoning and apply rational judgment in performing diversified work activities.
• Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria, as opposed to criteria, which are clearly measurable.
Physical and Mental Abilities Required to Perform Essential Position Functions
• Ability to use functional reasoning in performing synthesis functions and influence functions such as supervising, managing, leading, directing, and controlling.
• Ability to exercise the judgment, decisiveness, and creativity required in situations involving the direction, control, and planning of an entire program or multiple programs.
• Ability to operate a variety of office equipment including computer terminal, typewriter, telephone, fax machine, calculator/adding machine, and photocopier.
• Ability to exert light physical effort in sedentary to light work typically involving lifting, carrying, pushing, and pulling.
• Ability to coordinate eyes, hands, feet, and limbs in performing moderately coordinated movements such as typing.
Environmental Adaptability
• Understanding of the City’s political environment and sensitivities; ability to function effectively within that environment.
• Ability to work under generally safe and comfortable office conditions where exposure to irate individuals may cause discomfort and poses possible risk of injury.
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Reports to: City Clerk Pay Grade: 5 FLSA: N
SUMMARY OF POSITION
The purpose of this position is to perform various secretarial tasks, administrative and record keeping tasks related to City Council and related committee functions, elections, and City license regulation; and perform City Clerk tasks in his/her absence.
DUTIES AND RESPONSIBILITIES
Core Duties and Responsibilities - The following duties are the primary duties of this position but do not compose an exclusive or all-encompassing list of duties. Other duties may be assigned or required to accomplish the main goals of this position.
• Assists with voter registration records.
• Maintains all election information in the WisVote system.
• Assists with the preparation and over site of the election process.
• Generates and publishes legal notices regarding elections. Coordinates cooperative notices with area township clerks.
• Maintains campaign finance records.
• Assists with licensing for liquor sales, operators, and others.
• Prepares various committee meeting agendas and minutes as needed.
• Assists in the preparation of bi-monthly Council meeting packets and distributes to Council members and Department Heads.
• Assists in processing legal notices, ordinances and resolutions for publication in City Clerk's absence.
• Updates policies and procedures manual as needed.
• Attends Common Council, committee and Department Head meetings and
• performs other City Clerk duties in his/her absence.
• Staff to the Food Pantry Committee. Processes receipts and accounts payable vouchers. Prepares monthly reporting.
• Prepares monthly Leadership Report for Department Heads.
• Updates and maintains the City Directory.
• Updates, maintains and prepares billings for City garbage and recycling.
• Prepares periodic reporting of dog licenses for County. Balances license sales and prepares adjusting journal entries.
• Prepares forms for bid openings. Attends bid openings and records all information.
• Coordinates the activities of the Food Pantry.
• Produces the City newsletter, The Tower Times. Compiles information from committees, department heads and staff, community groups, etc.; and coordinates printing.
• Provides backup to the Department as needed and all other duties as assigned.
QUALIFICATIONS
The ability to perform the Core Duties and Additional Duties listed above and:
Education/Training/Certifications
• High school diploma or equivalent, vocational/technical training, three to four years’ experience in city government. Experience with website management, Microsoft office, software applications, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
• Possess knowledge of the Statewide Voter Registration System.
• Position requires a Wisconsin Notary Public.
• Background check, physical/drug screen & reference checks required.
Language Skills
• Ability to provide excellent customer service internally and externally and to effectively lead a team and participate as a team player.
• Ability to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards. Ability to compare, count, differentiate measure and/or sort data, as well as assemble, copy and record and transcribe data and information. Ability to classify, compute and tabulate data.
• Ability to advise and provide interpretation to others on how to apply policies, procedures and standards to specific situations.
• Ability to utilize a variety of advisory data and information such as vouchers, invoices and instructions, billing statements, purchase orders, schedules, memos, state statutes, computer software operating manuals, dictionaries, procedures, guidelines, and non-routine correspondence.
• Ability to communicate orally and in writing with City employees, department heads, and the general public.
Mathematical Skills
• Ability to calculate and understand percentages, fractions, decimals, interest, discount, and ratios.
• Ability to interpret descriptive statistical reports.
Judgment and Situational Reasoning Ability
• Ability to use functional reasoning and apply rational judgment in performing diversified work activities.
• Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria, as opposed to criteria, which are clearly measurable.
Physical and Mental Abilities Required to Perform Essential Position Functions
• Ability to operate office equipment and machinery requiring simple but continuous adjustments such as computer keyboard/typewriter, telephone, calculator/adding machine, photocopier and fax machines.
• Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.
• Ability to exert light physical effort in sedentary to light work.
• Ability to recognize and identify degrees of similarities or differences between characteristics of forms and sounds.
Environmental Adaptability
• Ability to work under generally safe and comfortable office conditions where exposure to irate individuals may cause discomfort and poses possible risk of injury.
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Reports to: City Clerk Pay Grade: 2 FLSA: N
SUMMARY OF POSITION
The purpose of this position is to perform receptionist duties in City Hall, perform related clerical tasks as time permits, and back-up to the other part-time receptionist.
DUTIES AND RESPONSIBILITIES
Core Duties and Responsibilities - The following duties are the primary duties of this position but do not compose an exclusive or all-encompassing list of duties. Other duties may be assigned or required to accomplish the main goals of this position.
• Answers in-coming telephone calls and routes to appropriate persons or department. Takes and relays messages. Determines when interruption of staff is required.
• Greets, directs and provides customer service to the public.
• Records and types a variety of reports, memos and other correspondence, interdepartmental reports, annual reports and other financial data as assigned.
• Provides a variety of information to visitors and caller’s questions.
• Performs clerical tasks as directed. Tasks include typing correspondence, memos, meeting minutes and agendas, lists, forms, and special projects as directed.
• Maintains miscellaneous City Hall files, council packets, ordinances and resolutions.
• Tracks the coming and going of City staff (including lunchtime, vacations, and sick time).
• Tabulates monthly postage & copier usage and journal costs to appropriate department.
• Prepares meeting notices and minutes for several City committees, maintains City meeting room calendar and website calendar.
• Processes incoming and outgoing mail for City offices.
• Receives complaints/concerns or requests for service and determines the proper course of action to be taken.
• Requisitions office supplies, monitors inventory, and journals costs to appropriate departments.
• Responsible for the coordination of employee recognition and other City events as directed.
• Acts as a liaison between City residents and garbage disposal company. Distributes recycling bins, literature regarding recycling, and garbage pickup.
• Maintains and updates recycling and rubbish information brochure.
• Maintains City Hall Notice Board and information for the public displayed on the front door of City Hall.
• Performs Notary Public duties.
• Assists with the preparing of absentee ballots, registers voters and assists with Election Day activities.
• Assists with updating policies and procedures manual.
• Assists with the preparing of Public Hearings.
• Assists with issuing City licenses.
• Prepares Accounts Payable invoices for entry into the Accounting Software.
• Responsible for the collation and distribution of Accounts Payable and Payroll vouchers.
• Answers inquiries from the public and others regarding property assessments, tax information and other City Treasury information.
• Assists with the preparation of tax bill mailing and collection.
• All other duties as assigned.
QUALIFICATIONS
The ability to perform the Core Duties and Additional Duties listed above and:
Education/Training/Certifications
• High School diploma or equivalent and two years responsible clerical experience including public contact, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
• Receptionist and word processing experience preferred.
• Background check, physical/drug screen & reference checks required.
Language Skills
• Ability to classify, compute and tabulate data and information, following a prescribed plan requiring the exercise of some judgment.
• Ability to compare, count, differentiate measure and sort information. Ability to assemble, copy, record and transcribe data and information.
• Ability to explain, demonstrate and clarify to others within well-established policies, procedures and standards, as well as the ability to follow specific instructions and respond to simple requests from others.
• Ability to utilize a wide variety of descriptive data and information, such as meeting minutes and agendas, messages, computer software operating manuals, drafts of correspondence, memos, lists, forms.
• Ability to communicate effectively with City employees, City Hall visitors, Alderpersons, and the general public.
• Ability to prepare a variety of documents including letters and other correspondence, meeting minutes and notices, etc. using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.
Mathematical Skills
• Ability to add, subtract, multiply, divide and calculate decimals and percents.
Judgment and Situational Reasoning Ability
• Ability to use functional reasoning and apply rational judgment in performing diversified work activities.
• Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria, as opposed to criteria, which are clearly measurable.
Physical and Mental Abilities Required to Perform Essential Position Functions
• Ability to operate office equipment and machinery requiring simple but continuous adjustments such as computer keyboard/typewriter, telephone, calculator/adding machine, photocopier and fax machine.
• Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.
• Ability to exert light physical effort in sedentary to light work.
Environmental Adaptability
• Ability to work under generally safe and comfortable conditions where exposure to environmental factors may cause discomfort and poses a limited risk of injury.
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Reports to: Department Heads Pay Grade: NR FLSA:N
SUMMARY OF POSITION
The purpose of this position is to observe in City meeting rooms.
DUTIES AND RESPONSIBILITIES
Core Duties and Responsibilities - The following duties are the primary duties of this position but do not compose an exclusive or all-encompassing list of duties. Other duties may be assigned or required to accomplish the main goals of this position.
Provide supervision so that the event/meeting will remain orderly, to prevent damage to the facility, and to secure the facility at the end of the event.
• Be sure that all rules are being followed.
• Be sure there is no use of tobacco and/or possession of alcohol or illegal substances.
• Be sure that decorations and other items are not attached to walls or fixtures.
• Be sure that any mess that is made is cleaned up.
• Be sure that prior to departure the room is put into the same condition and configuration.
• Be sure that any electrical appliances that may have been used are turned off or unplugged.
• Be sure that when departing all trash and refuse generated will be removed by users and hauled to designated location.
• On departure all lights are turned off and the room\facility locked and secured.
• Contact the appropriate authorities in the event of an emergency.
• In the event of an incident or injury, be able to write a report to be turned in to Human Resources & Risk Management.
QUALIFICATIONS
The ability to perform the Core Duties and Additional Duties listed above and:
Education/Training/Certifications
• Must be 18 years of age.
• Must have High School Diploma or equivalent.
• Must be able to pass a background check.
• Must have good communication skills.
• Must be able to troubleshoot.
• Background check, physical/drug screen & reference checks required.
NECESSARY KNOWLEDGE SKILLS AND ABILITIES
Language Skills and Interpersonal Communication
• Ability to follow specific instructions.
• Ability to communicate effectively.
• Ability to prepare a report.
Judgment and Situational Reasoning Ability
• Ability to exercise good judgment.
• Ability to troubleshoot.
Facilities that are included in this position include:
• EMS - Hanson Room
• EMS - Halverson Room
• Fire Department Training Room
• Senior Center – Main Floor
• Senior Center – Lower Level
• Senior Center – Second Floor
• Youth Center – Main Floor
• Youth Center – Second Floor