Administrative Assistant - Deputy Clerk

Job Summary The Deputy Clerk position performs a variety of complex, responsible, and confidential administrative duties assigned to the Clerk’s Office, including those required by state statute and by city ordinance.
The Deputy Clerk position demands the highest degree of professional conduct from the incumbent.
The position provides a high level of secretarial, clerical, and administrative support to the City Clerk to ensure the efficient operation of the Clerk’s Office.
Emphasizing the coordination of meetings, dissemination of meeting materials, administration of elections, maintenance of organizational records and legal documents and timely response to public requests for information.
Essential Duties and Responsibilities ESSENTIAL DUTIES AND RESPONSIBILITIES This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary.
Assists the City Clerk with the coordination, organization, and administration of all elections.
Assists the City Clerk with the execution of a variety of duties and responsibilities including general clerical assistance, word processing, spreadsheets, typing of committee and/or board minutes, forms, letters, miscellaneous documents, and general secretarial/clerical duties, including assistance with large and form letter mailings, copying, sorting and opening mail, and organization of packets for meeting mailings.
Works on special projects, as directed by the City Clerk, or as requested by Common Council with approval from the City Clerk.
Performs front counter duties assuring adequate coverage at all times.
Responds to citizen inquires-either in person or on the phone, provides receipts of money for all transactions, and all other functions covered as customer service at the front counter.
Works closely with the Administrative Assistant positions to fulfill this responsibility.
Is required to act in the capacity of the City Clerk during their absence, or upon request.
This includes performance of all duties required statutorily.
Provides notary service for City documents and for the general public as needed.
ADDITIONAL DUTIES AND RESPONSIBILITIES Maintains knowledge and skills in records management, election regulations, computers, office equipment and procedures through professional meetings, seminars, and conferences or other outside programs and trainings.
Attends board and committee meetings as assigned in the absence of City Clerk.
This may require availability outside of regular office hours.
Accepts and initiates processing of claims for damages and other legal papers served on the City.
May be required to perform duties ascribed to the Chief of Staff or other Administrative Assistants as needed during absences and assist those positions with confidential matters as needed.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience Equivalent to an Associate’s Degree in office and records management, human resources, legal assistant, public administration, business, or closely related field.
At least three (3) years of increasingly responsible experience in a related field.
Any equivalent combination of related education, experience and training that provides required knowledge, skills, and abilities to fulfill the duties of this position.
Wisconsin elections experience preferred.
Language Skills Requires the ability to communicate orally and in writing with the City Manager, Common Council members, Department Heads, Union Representatives, Election Officials, Department Staff, Election Workers and the General Public.
The ability to effectively communicate with a variety of people with differing skills & interests.
Ability to train others.
Ability to advise and provide interpretation regarding the application of policies, procedures, and standards to specific situations.
Ability to effectively communicate and promote both verbally and in writing, municipal policies and programs as well as technical concepts and abstract ideas to employees and the public.
Ability to establish good working relationships with all levels of staff and citizenry, and provide facilitation skills in sensitive, emotional, or hostile situations.
Ability to gather, analyze, interpret, and present data in clear and concise reports and make recommendations.
Mathematical Skills Ability to calculate percentages, fractions, decimals, volumes, rations, present values, and spatial relationships.
Ability to interpret basic descriptive statistical reports.
Ability to perform cashier duties accurately.
Reasoning Ability Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria.
Ability to perform duties with a minimum of supervision.
Other Qualifications Ability to maintain a high degree of professionalism.
Ability to effectively meet and deal with the public (including in conflict or other stressful situations).
Ability to perform detailed work with great accuracy required.
Ability to maintain confidentiality of sensitive information.
Knowledge of municipal organizations, their services and operations.
Ability to organize and prioritize a large number of projects at one time.
Ability to demonstrate initiative, to work independently and in a team environment.
Familiarity with computer programs, with a thorough working knowledge of Adobe and Microsoft Office software (including Word, PowerPoint, and Excel) and their applications.
Basic knowledge of html, web site design and maintenance.
Ability to operate equipment required to perform essential job functions, including: phone system; desktop computer; copy machine; postage machine; fax machine.
Must have a valid Driver’s License, or the ability to obtain one.
Must be a Certified Municipal Clerk (CMC) and/or Wisconsin Certified Municipal Clerk (WCMC) or have the ability to obtain within three years.
Ability to obtain Notary Public certification within the first six months of employment.
Ability to adjust work hours, as needed, to ensure citizen access to City Hall during elections, for registration and absentee voting and/or to attend evening or weekend meetings as assigned by the City Clerk.
Ability to work well under pressure and handle stressful situations, to organize work and set priorities, to multi-task and to manage time and resources to meet deadlines and changing demands within the entire operation of administrative services.
Must be able to handle frequent interruptions.
Must be bondable.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear.
The employee is required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.
Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.
Requires the ability to operate, maneuver and or provide simple but continuous adjustment on equipment, machinery and tools such as computer and other office machines, and or materials used in performing essential functions.
Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as typing and to operate various pieces of office equipment.
Ability to recognize and identify degrees of similarities and differences between characteristics of colors, shapes and textures associated with job-related objects, materials and tasks.
The employee must exert light physical effort in sedentary to light work, occasionally involving lifting, carrying, pushing, pulling, crouching, crawling, kneeling, stooping and or moving up to 50 pounds.
Work Environment 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.
The noise level in the work environment is moderately quiet.
Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation may cause discomfort and poses limited risk of injury.
The City of Whitewater is an Equal Employment Opportunity employer.
In compliance with the American with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Supervision Received and/or Exercised Reports to City Clerk May supervise election inspectors, interns, or other LTEs and seasonal help as assigned.