City Clerk

The City of Green Bay Clerk's Office is seeking a City Clerk to performs work of considerable difficulty in supervising functions of the Clerk's Office.  This position performs the statutory duties as set forth in Wisconsin Statutes §§ 62.09 (11) and Green Bay Code of Ordinances, and such additional duties as directed by the Director of Finance. Ensures administrative responsibilities of the City are carried out in a prompt, efficient, and lawful manner. Plans, directs, coordinates, and manages the implementation of programs, operations and services of the Clerk’s Office. Responsible for leading Clerk’s office staff. Ensures effective hiring, training, safety, and evaluations of programs, policies, and procedures.

This position performs difficult and responsible clerical and administrative duties of a highly specialized nature. The successful candidate will exercise individual judgment and initiative and thrive in a fast-paced work environment.

Work Schedule: Monday - Thursday, 7:30 a.m. - 5:00 p.m. and Friday, 7:30 a.m. - 11:30 a.m., plus additional hours as required.

Hiring Range: $88,755 - $96,601/annually dependent upon qualifications.

No Residency Requirement.

The City of Green Bay is a leader in employee health and wellness with its Health/1265 program with a goal to engage all employees in their own health and well-being by providing insurance premium incentives and other benefits.

We are committed to fostering a diverse and inclusive work environment.  We invite candidates of all backgrounds and experiences to apply, knowing that unique perspectives enhance our service to the community. 
ADMINISTRATIVE

• Oversees Clerk's office daily operations of financial record keeping, cash collection,  non-sufficient checks, and deposit of governmental receipts.
• Maintains special assessment billing, collection of charges, issues special assessment letters, account reconciliation, placement of unpaid specials on tax roll, and related records.
• Collects delinquent special charges, assessments, and personal property and maintain related records. 
• Collects Development fees prior to approving plats and certified survey maps, maintains and releases cash bonds and letters of credit. 
• Implements ordinances, policies, and directives of the Mayor, Common Council, and Director of Finance.
• Assists citizens, outside agencies, developers, and staff in bringing matters to the appropriate Department for resolution. 
• Oversees organizational functionality and make changes to enhance efficiency of operations.

ELECTIONS 

• Plans and directs all City elections.
• Oversees all election processes, including preparation, voter registration, voting, processing of ballots, canvassing, reporting of results, and post-election audits and other checks. Coordinates and ensures compliance with regulatory agencies, including the Wisconsin Elections Commission. 
• Serves as the City’s Election Official, coordinating all aspects of the City’s General, Primary and Special Elections including administering all phases of elections within the City and directing the staff in maintaining voter registration files and absentee voting; training election officials, staffing polling places, interpreting election laws, and canvassing results.
• Appoint, train, and serve on the municipal Board of Canvassers to certify municipal election results. 
• Compiles forms and information for City Council candidates. Receives Declarations of Candidacy, Nomination Papers, Campaign Registration Statements, and Financial Reports. Reviews candidacy papers for completeness and verifies nomination papers for sufficiency. 

RECORDS, PERMITS, AND LICENSING: 

• Responsible for the oversight of the issuance of various City business licenses, including alcoholic beverage, operator, massage, cigarette, taxicab, and other licenses; all correspondence, appeals, and hearings. 
• Responsible for the oversight of the issuance of animal licensing, permits, and appeals. 
• Oversees City official records file maintenance, ensures documents are recorded and filed properly and oversees the monitoring, archiving and destruction of documents. Responsible for the care and custody of the corporate seal, contracts, deeds, agreements, leases, petitions, and other such public records. Indexes and files such records and documents for reference, as necessary by maintaining an electronic record system. 
•  Publishes legal notices. 
• Processes and signs plats and certified survey maps. 

COMMON COUNCIL, BOARDS, AND COMMITTEES

• Serve as the Clerk for the Common Council and Committee of the Whole proceedings. 
• Prepares City Council agenda packets, including coordinating and reviewing agenda material, finalizing agenda. Maintain the official records of the City and publish ordinances and official notices. 
• Performs follow-up activities resulting from Council meetings, publication of minutes, ensuring resolutions and ordinances are in proper format and notarized, tracking committee and commission actions and preparing necessary communications.
• Administration of Council business including record keeping, administering adopted policies, Common Council, and recording and reviewing legal documents for accuracy.
• Numbers and files all resolutions and ordinances by maintaining an electronic storage system. 
• Administers oaths of office to the Mayor, Alderpersons, and Municipal Judge upon election or appointment. 
• Serves as Clerk to the annual Board of Review.  Plans, organizes and maintains members work and required certification.
• Performs other duties as assigned.

• Equivalent to graduation from a four-year college or university with major coursework in public administration or related field. A combination of equivalent experience, education, and training, which provides the required knowledge, skills, and ability may be considered.
• Ability to obtain Certified Municipal Clerk certification. 
• Experience in municipal government, including leadership experience. 

• Knowledge of election and licensing laws.  
• Knowledge of the practices and principles of effective leadership.  
• Skilled in explaining election law to the general public.  
• Ability to plan and administer and evaluate operations and procedures of the Clerk’s Office. Considerable ability to communicate effectively and establish effective relationships with staff, other departments, elected officials, political candidates and the general public.  Considerable ability to develop and lead employees.  Good ability to conduct long range planning for election operations.  Ability to proficiently utilize a computer and the required software.  Ability to work the required hours of the position.
• Possesses or obtains a working knowledge of Microsoft 365, Munis and Statewide Voter Registration System 
• Thorough knowledge of the functions and organization of municipal government and of the workings of the common council; good knowledge of administrative practices and procedures.
• Ability to coordinate and direct the functions and activities of municipal government.
• Ability to write clear and concise reports, directives, and letters.
• Ability to read, interpret, and apply provisions of laws, rules, and regulations; ability to perform difficult and responsible work with independent discretion. 
• Ability to establish and maintain productive working relationships with department leaders and other City employees. 
• Ability to exercise good professional judgment. 
• Ability to conduct work in an efficient and timely manner. 
• Displays the highest of ethical standards in maintaining the public’s confidence and strives to provide customer service for the public, applicants, and staff.

Physical Requirements:
Ability to perform the following activities:

• Lifting and carrying up to 20 pounds.
• Frequent standing and sitting.
• Ability to focus for long periods of time on projects.
• Ability to reach, stoop and lift.

The above is not to be construed as an exhaustive statement of duties, responsibilities or requirements.