Deputy Clerk

Be Part of What Makes Oconomowoc a Great Place to Live, Work, and Do Business! The City of Oconomowoc is seeking an organized, proactive, and service-minded professional to join its Clerk's Office as a Deputy Clerk. This engaging, multi-faceted role offers the opportunity to be involved in the heart of municipal government, supporting elections, licensing, public records, meetings, and a variety of essential City operations. Working alongside the City Clerk, you'll help keep things running smoothly, work with a great variety of people, and contribute to the services that make our community work. If you enjoy meaningful work, take pride in accuracy, and thrive on variety, we'd love to hear from you!

To Apply: The application deadline is 10:00 a.m. on November 27, 2026. This position will remain open until filled.  Early applications are strongly encouraged, as the City may begin reviewing applications and proceed with the selection process before the stated deadline. The posting may close at any time. 

Wage & Benefits: Anticipated starting wage range of $25.54–$29.19 per hour, commensurate with qualifications and experience. Competitive benefits package, including participation in the Wisconsin Retirement System (WRS).

Job Summary:  Provides a variety of routine and complex clerical, administrative, and technical work in support of the City Clerk's Office. Provides lead administrative support to the City Clerk and assists in the administration of elections, licensing, records management, meeting administration, and other operational and statutory functions of the office.

1. Assists the City Clerk in coordinating and prioritizing daily operations and responsibilities to meet departmental deadlines and objectives. 
2. Keeps the City Clerk informed of matters requiring attention, follow-up, or action. 
3. Coordinates and assists with the administration of federal, state, and local elections, including voter registration, maintenance of voter records within WisVote database, Badger Book operations, absentee voting processes, poll worker scheduling and coordination, election supply preparation, election day support, care facilities voting activities, and post-election functions. 
4. Maintains current knowledge of election laws, regulations, procedures, and best practices. 
5. Administers licensing processes including application review, coordination with applicable departments, preparation of notices and resolutions, issuance, renewal, maintenance of records, revocation proceedings, and correspondence with regulatory agencies. 
6. Maintains current knowledge of licensing laws, regulations, and requirements applicable to assigned responsibilities. 
7. Maintains official records in accordance with City ordinances, the Wisconsin Municipal Records Manual, records retention schedules, and applicable state statutes, including scanning, indexing, retrieval, preservation, and disposition of records. 
8. Maintains current records and listings for committees, boards, commissions, licenses, and other official City records. 
9. Prepares and distributes meeting notices, agendas, legal notices, public notices, publications, and other official communications in compliance with applicable laws and requirements. 
10. Assists with the preparation and distribution of Common Council, Committee, Board, and Commission agenda packets and related materials. 
11. Attends Common Council, Committee, Board, and Commission meetings as assigned or needed. 
12. Records proceedings, transcribes minutes, maintains official meeting records, and performs related follow-up activities. 
13. Reviews and maintains Clerk's Office website content and electronic resources and serves as departmental website administration backup. 
14. Maintains public contact information and related departmental databases. 
15. Provides backup support for administrative functions within the Clerk's Office and other assigned departments to ensure continuity of operations. 
16. Provides customer service by responding to public inquiries, assisting counter traffic, processing applications and payments, and directing requests to appropriate staff. 
17. Answers and directs telephone calls and responds to requests for information in a professional and timely manner. 
18. Attends bid openings and other official proceedings as assigned. 
19. Processes departmental purchases utilizing the City's procurement card program and completes required reconciliations and documentation in accordance with City policies and procedures. 
20. Exercises independent judgment in prioritizing assignments and completing work within established procedures. 
21. Performs related duties, special projects, and other assignments as required.

Education and Experience:

• Graduation from a high school or GED equivalent with specialized course work in general office and administrative practices.
• Municipal Clerk, municipal government, or related experience preferred.
• Municipal Clerk Certification (or ability to obtain) preferred. 

Special Requirements:

• Must possess and maintain a valid Wisconsin driver's license.
• Must have reliable transportation and be able to travel to various locations as necessary to perform job-related duties.

Knowledge, Skills, and Abilities

• Knowledge of municipal government operations and the functions, responsibilities, and statutory duties of a Clerk's Office. 
• Knowledge of elections administration, voter registration procedures, absentee voting requirements, and election-related laws and regulations. 
• Knowledge of municipal licensing processes, applications, renewals, recordkeeping requirements, and applicable regulations. 
• Knowledge of records management, records retention requirements, public notices, open meetings requirements, and official municipal recordkeeping practices. 
• Knowledge of applicable federal, state, and local laws, ordinances, policies, and procedures related to assigned duties. 
• Ability to interpret and apply laws, regulations, policies, and procedures related to Clerk's Office functions.
•  Ability to attend and support evening meetings, elections, and other City functions as required. 
• Skill in preparing agendas, minutes, notices, correspondence, reports, and other official documents. 
• Skill in organizing work, prioritizing assignments, managing multiple projects, and meeting deadlines. 
• Knowledge of computers, electronic data processing, Microsoft Office applications, and specialized software utilized for elections, records management, licensing, and meeting administration. 
• Skill in the operation of computers, office equipment, and software applications utilized by the City. 
• Skill in maintaining accurate records, files, and databases. 
• Ability to perform detailed work with accuracy and attention to detail. 
• Ability to maintain confidentiality and appropriately handle sensitive information. 
• Ability to communicate effectively and professionally, both verbally and in writing. 
• Ability to establish and maintain effective working relationships with elected officials, City staff, governmental agencies, businesses, and the public. 
• Skill in providing professional and effective customer service. 
• Ability to exercise sound judgment, initiative, and independent decision-making within established guidelines. 
• Ability to locate, retrieve, maintain, and preserve records in an efficient manner. 
• Ability to work independently and as part of a team. 
• Ability to handle stressful situations while maintaining a professional demeanor.