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  • City Clerk Assistant

    City of Superior
    Job Description
    Work Location: Government Center, 1316 N. 14th Street, Superior, WI
    Hours:  Full-time; 8:00 am- 4:30 pm Monday-Friday (37.5 hours/week) and as otherwise needed.
    Starting Salary:  The City Clerk Assistant starting wage is $20.46/hr.
    Upon completion of three years of employment in the City Clerk Department and completion of the Wisconsin Municipal Clerk Institute three week program, employee will be reclassified to a City Clerk Technician ($22.37-$27.96) 2021 wage scale. 
    Benefits:  Health/Dental Insurance, Retirement, Life Insurance, Paid Time Off

    DEFINITION:
    Under general supervision, performs a variety of support duties in the city clerk Office in the processing of elections, processing of licenses, interpretation of city codes, contracts and legal documents, records management, preparing of a variety of billings and other related tasks.  
     
    DISTINGUISHING CHARACTERISTICS:
    The employee in this class must execute office functions and procedures in the city clerk’s office as governed by Federal Law, State Statutes and local ordinances. The work involves contact with other municipal officials and the general public. The employee in this position works under the general direction of the city clerk but is expected to initiate and follow through on routine projects.  The employee in this position must be able to coordinate work on several projects and at times work under pressure. The deputy city clerk and the city clerk are available for guidance on difficult and non-recurring problems and setting of priorities.  
     
    The class of city clerk technician is obtained through working as a city clerk assistant for three years and successfully completing the Wisconsin Municipal Clerk Institute Program. With three years of experience and completion of the Institute, the employee will have an enhanced knowledge of the work performed in the city clerk’s office and be able to complete work tasks more independently. An employee may be reclassified to a city clerk technician after one year working as city clerk Assistant and completion of one week of the Wisconsin Municipal Clerk Institute, if the employee has successfully demonstrated the required knowledges and abilities of the city clerk technician position.
     
    The class of city clerk technician differs from the higher class of deputy city clerk in that the latter is expected to act with less direction, supervise the city clerk Assistant/Technician, and has the responsibility to assist the city clerk to administer and conduct elections and act in the absence of the city clerk.
     
    Employment Standards:
    TYPICAL TASKS:
    1. Provides the general public with accurate information pertaining to city operations and services  over the phone, via mail, email and in person.
    2. Assists the city clerk in voter outreach, volunteer recruitment and community engagement.
    3. Understands citizens' complaints thoroughly before directing them to the appropriate department for resolution.
    4. Documents cash/credit/check payments properly and issues receipts for city license application fees and alley assessments.
    5. Balances department cash register regularly.
    6. Processes a variety of department purchasing requisitions and verifies receipt of all department goods/services before coding invoices for payment.
    7. Processes license applications which require a background check: Direct Seller/Peddler, Massage Therapy Practitioner, Pawn Broker, Secondhand Dealer (Jewelry & Article), Secondhand Mall (Flea Market), Tavern Operator (Server), and Taxicab Operator.
    8. Responds to daily special assessment inquiries from real estate representatives; processes pay-off requests for properties with outstanding balances.
    9. Maintains annual Mobile Home Billing Report and forwards reports from Assessor's office to local utility company.
    10. Logs incoming claims against the city, and routes copies to appropriate parties. 
    11. Routes incoming Accessible Parking Sign applications for approval.
    12. Maintains titles of all City of Superior vehicles.
    13. Mails oaths and welcome letters to new committee appointees.
    14. Distributes copies of executed resolutions and ordinances to relevant departments after common council meetings.
    15. Updates common council records system after meetings by archiving copies of ordinances, resolutions, minutes, agenda and supporting documents.
    16. Forwards approved city ordinances to third-party codifier of the city’s Code of Ordinances.
    17. Assists in managing voter and address records in house and in the web-based Wisconsin voter registration system.
    18. Assists residents with the voting process; resolves voter questions/concerns pertaining to state voter registration system.
    19. Educates citizens about absentee ballot voting requirements, and assists the deputy clerk in promptly issuing absentee ballots in compliance with State Statutes.
    20. Issues letters to citizens who submit incomplete voter registration and absentee ballot applications, and additional correspondence pertaining to elections as needed.
    21. Assists city clerk with annual Board of Review meeting, and processing compensation for board members.
    22. Assists in posting agenda to city website, notifying email subscribers, preparing council chambers for scheduled meetings and recording city council meetings, as needed.
    23. Maintains inventory and coordinates distribution of election supplies to polling sites.
    24. Notarizes licenses and other official documents. 
    25. Performs related duties as required.

    City Clerk Assistant:
    Knowledges:
    Working knowledge of:
    • Federal, State  and local laws pertaining to operation of the city clerk's office and municipal functions;
    • Procedures and requirements of the Common Council and work performed by other departments;
    • City ordinances, resolutions, election procedures, state and city licensing requirements, and special assessments;
    • Computer software including Microsoft Suite (Word, Excel and PowerPoint) and Adobe Professional;
    • Business correspondence formats and proper business English usage;
    • Experience using/trouble-shooting multi-function copier and other office equipment;
    • Applications of data processing to office operations.
    Abilities:
    Ability to:
    • Follow complex oral and written directions;
    • Complete assignments in accordance with laws, regulations and established procedures;
    • Work and communicate effectively with internal colleagues and external contacts;
    • Manage multiple tasks in an organized manner;
    • Type accurately and maintain complete clerical records; 
    • Efficiently respond to routine letters and memorandum;
    • Make arithmetical calculations;
    • Maintain notary certification to serve staff/public;
    • Understand and explain legal regulations, including ordinances and state statutes, how voters’ residential addresses dictate their ballot contests, and a wide variety of technical procedures and policies;
    • Operate a computer to complete work assignments.
     
    City Clerk Technician:
    In addition to the knowledges and abilities listed above:
    Knowledges:
    Thorough knowledge of:
    • Work and responsibilities of the city clerk department
    Abilities:
    • Work independently and make sound decisions in all aspects of work
    Requirements/Special Requirements:
    REQUIREMENTS:

    Training and Experience:  Any combination of training and experience which would provide the required knowledges and abilities is qualifying.  A typical way to obtain these knowledges and abilities would be:
     
    City Clerk Assistant:
    Three years responsible clerical experience which demonstrates possession and application of the required knowledges and abilities.  Education equivalent to completion of a one year course of study in secretarial studies from a community college may be substituted for one year of experience.
     
    City Clerk Technician:
    At least three years working as a city clerk assistant, demonstrating possession and           application of the required knowledges and abilities; and successful completion of the Wisconsin Municipal Clerk Institute three week program.
     
    SPECIAL REQUIREMENTS:
    Skills Test Requirement:  Must pass 55 wpm typing test.
    Driver License Requirement:  Must possess valid driver’s license or be able to provide a suitable form of transportation when necessary as approved by the department head.
    Residency Requirement:  None.
    Post Job Offer Medical Examination Requirement:   Must pass medical examination for specified occupational grouping and drug screen prior to hire.
    Contact Information

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