The City Clerk plans, manages, oversees, and administers the operations and services of the City Clerk Department, which includes the statutory responsibility of city clerk pursuant to Wis. Stats. 62.09(11)(a), and 3.03 of the City of West Allis Revised Municipal Code. This position includes preparation of the Common Council agenda and minutes, municipal elections, records management, licensing; organizes, supervises, reviews and participates in the work of office support staff; coordinates activities with other City officials, departments, outside agencies, organizations, and the public; ensures compliance with state and federal legislation, court decisions, administrative rulings and related matters; provides responsible and complex staff support to, and serves as a technical resource for, the Mayor, Common Council and City Administrator and other City personnel; performs other related duties as required under general direction of the City Administrator.
EXAMPLES OF DUTIES: Attends all Common Council meetings in capacity as Secretary; refers Council action or requests for information to standing committees, boards, commissions and City departments; records and certifies all actions of the Common Council; administers Legislative Information Center; provides administrative support to the License & Health Committee, Advisory Committee, Committee of the Whole; provides administrative and statutorily-required support to the Board of Review and Administrative Appeals Review Board; provides administrative support to the Ethics Board and manages economic interest statements, oaths for City officials and ethics policy statement drafts; prepares Common Council agendas and minutes; oversees records management and licensing; coordinates activities with other City officials, departments, outside agencies, organizations and the public; ensures compliance with state and federal legislation, court decisions, administrative rulings and related matters; serves as a technical resource and provides responsible and complex staff support to the Mayor, Common Council, City Administrator and other City personnel; coordinates codification of the Municipal Code; responds to open records requests; receives claims and other filings against the City and on behalf of the City; manages the printed and electronic municipal codes including oversight of revisions and distribution of supplements; schedules public hearings including notification of interested or covered parties; supervises preparation, printing, posting, distribution and publication of Council agendas and minutes and manages legal notice publications; serves as Chairperson on the Municipal Board of Canvassers; coordinates redistricting process; serves as custodian of the Corporate Seal, official City records and papers; provides notary public service for City purposes; signs checks, bonds and contracts issued by the City, as required; prepares budget for the City Clerk's Office and Election Commission; supervises the processing and issuance of licenses and administers licensing module; hires, trains and supervises Clerk’s Office staff, voting equipment technicians, election inspectors, special voting deputies and special registration deputies; conducts surveys and research projects; manages website information for the Clerk’s Office, City government, and legislative information center.
Acts as Election Commission for the City with total responsibility for facilitating the entire municipal election process including, but not limited to, voter registration, absentee voting, WisVote administration, election inspector and special voting deputy management, trains and advises all election-related aspects, responds to the public and media, monitors deadlines, campaign finance, prepares numerous reports, voter data compilation, polling place management, signage, oversight of voting equipment, manages recounts, proofreads and approves ballots used in the City, approves ballot access for local offices, conducts the municipal canvass, issues certificates of election to local officials, administers oaths of office, plans and participates in the inauguration ceremony, manages caucus for the Common Council President, public outreach, routes materials with the Milwaukee County Election Commission, publishes required notices, records management, equips and supplies the polling places, pays invoices, responds to complaints, manages post-election audits, and monitors and implements election law changes.
The City Clerk recommends changes in procedures and processes to improve efficiency; supports initiatives such as strategic planning, LEAN, and innovation; maintains prompt, predictable, and regular physical attendance; provides truthful and accurate written and verbal communications; maintains the ability to competently and credibly testify in court; maintains the ability to lawfully operate a designated motor vehicle at all times that duties are performed; maintains ability to travel throughout and enter all different properties in the jurisdiction; performs other related duties as required under general direction of the City Administrator.
MINIMUM QUALIFICATIONS: The City Clerk must able to work outside of regular office hours, including the first and third Tuesday nights for Common Council meeting attendance and various dates for election administration. This position requires emotional intelligence, work ethic, accountability, and initiative to effectively perform the duties.
Education, Training and Experience: Bachelor's Degree from an accredited college or university in business administration, public administration, business law or related field.
Certification as a Municipal Clerk or Master Municipal Clerk.
Six (6) years of recent paid supervisory work experience in office administration and management including four (4) years in the public sector, preferably as Municipal Clerk or Deputy Clerk; OR an equivalent combination of recent paid work experience and training which would provide the knowledge, skills and abilities necessary to perform the duties and responsibilities of this position.
Direct experience in administering and conducting elections in the State of Wisconsin is highly desirable.
Experience with Granicus/Legistar desirable.
Proficient in the use of modern office equipment and software applications including, but not limited to, Windows and Microsoft Office (Word, Excel, Outlook, Calendaring, Access, Power Point), WisVote and Adobe Acrobat. Knowledge of Fortis desirable.
Licenses and Certifications: Bondable.
Notary Public within sixty (60) days of hire.
Member of the Wisconsin Municipal Clerk Association desirable.
Possession of a valid Wisconsin Driver’s license and good driving record per City policy.
Completion of the National Incident Management System’s (NIMS) ICS 100 & 200 and IS 700 & 800 within six (6) months of employment.
Completion of CVMIC’s Certificate in Supervision or Management, or equivalent coursework, at the discretion of the City Administrator.
Employer will assist with relocation costs.
Additional Salary Information: City of West Allis residents receive additional 2% residency incentive pay. Appointment above the minimum is possible based on qualifications and experience (subject to approval).
The City of West Allis is a municipal corporation operating under the constitution and statutes of the State of Wisconsin, and the ordinances, policies, and procedures of the City to:
• Provide cost effective municipal services consistent with the needs and desires of the citizens of the West Allis community (residences and businesses, as well as other community stakeholder...s);
• Provide for the health, safety, and welfare of the community;
• Provide a quality living and working environment;
• Provide a positive, progressive, and creative approach to the budget, management, and operation of the City.
The City of West Allis will provide a living and working environment throughout the community that is focused on providing its citizens and businesses a coordinated, efficient, effective, and responsive level of services. The City of West Allis will become the preferred municipality in the Milwaukee Metropolitan Area, the state, and the country for visitors, residents and businesses through focused rebranding, marketing and promotion actions.