Purpose of the Position
Deputy Clerk 3/Administrative Support Specialist for the Village of Weston performs a variety of general municipal office duties, such as front counter service including processing taxes and special assessment payments, issuing a variety of licenses including liquor and bartender licenses, election registration and absentee balloting, customer water and sewer utility accounts and scheduling utility maintenance appointments, assisting as telephone receptionist, office supply inventory and ordering, assisting in both mail processing, and miscellaneous payment processing. Performs specialized administrative work of considerable responsibility and complexity. Responsible for handling correspondence and managing routine and detail work.
Essential Duties and Responsibilities
1. Issues licenses and permits including liquor and fermented beverages, bartender licenses, transient merchants, direct sellers, tobacco and electronic vaping to qualified applicants; obtain necessary information; review applications for completeness; determine applicant eligibility; record data; provide advice to applicants on rules and regulations; collect fees.
2. Creates invoices and renewals for licenses.
3. Maintains record of number of liquor licenses issues. Prepares and publishes notices of licenses when required by state statute and filing of state reports.
4. Supports a complex state-wide voter system by creating and updating voter registration records, creating absentee ballot voter records, issuing absentee ballots, reconciling ballots to the voter system, updating voter records, assisting voters on polling locations and election details, recording post-election voter transactions, reconciling poll book counts to statewide system and identifying and rectifying variances.
5. Assists the Village Clerk in conducting Village elections; assist in performing both pre-election and post-election support functions. Coordinate and organize Special Voting Deputy visits to qualified Weston care centers prior to each election.
6. Substitutes as Utility Clerk when necessary, understanding the Utility Billing System in its entirety including maintenance of utility customer records, entering new customers, bill production, disconnect notices and preparation of final bills. Works with customers who are past due to set up payment plan if needed.
7. Accepts and accurately process and record payments in an efficient manner. This includes payments for tax collection.
8. Counts currency, coin, and checks in cash drawer, reconcile to various subsystems, prepares deposit slip for bank deposit and scans bank deposit checks. Identify and rectify balancing errors. Updates payment posting and general ledger posting.
9. Prepares special assessment certificates and billings for title companies.
10. Attends assigned committing meetings and transcribe minutes. Attends Board of Trustees meetings in the Village Clerk’s absence and transcribes meeting’s minutes.
11. Acts as receptionist, answering incoming phone calls and providing callers with general information and specific information regarding the work of the Village and a variety of Village services in a clear and concise manner.
12. Perform all work involved in maintaining moderately complex administrative procedures, usually involving the steps of obtaining information, recording, indexing, and cross indexing such information, giving out and providing information to interested parties, following up or making initial contact with both the user and the provider of the information used in the procedure.
Additional Duties and Responsibilities
- Accurately and efficiently process and record payments, tax, planning and development fees, business license systems, and financial systems. Assist with the mailing of disconnect notices and entering payment arrangements.
- Count currency, coin and checks in cash drawer at end of day, reconcile to various subsystems, prepare deposit slip for bank deposit and scan bank deposit checks. Identify and rectify balancing errors.
- Image a variety of Village documents.
- May perform data entry or other computer work on computerized data bases.
- Perform account receivable, accounts payable duties and processing of refund requests.
- Type reports and gather and compile information for the department.
- Maintain required continuing education on Statewide Voting System as prescribed by the State of Wisconsin. Maintain Wisconsin Municipal Clerk Association (WMCA) training.
Education and Experience Requirements
High school diploma or equivalent and at least 4-6 years increasingly responsible clerical experience supplemented by advanced course work in administrative support or any combination of training and experience which provides the knowledge, skills and abilities to perform the job. Cash collection & positive customer service experience is necessary for this position.
Technical Skills
Performance Specifications
Knowledge of and ability to carry out statutory duties in the absence of the Village Clerk under § 61.25.
Knowledge, Skills and Abilities
- Intermediate computer skills.
- Strong numerical ability.
- Effective verbal and writing skills and phone etiquette.
- Good listening and communication skills.
- Customer service orientation – friendly and personable.
- Ability to handle difficult customers.
- Accuracy and attention to detail.
- Willing to work in a team environment.
- Stress tolerant, ability to handle heavy work volume.
Physical and Working Environment
The work environment is generally that of a standard office. The noise level in the work environment is moderately quiet. Minimal physical demand with minimal exposure to workplace hazards.
Pay: $25.13 - $28.72 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Retirement plan
- Wellness program
Work Location: In person
