Office Associate - Clerk's Office

Under general direction of the City Clerk & Treasurer, this position provides general office support to the City Clerk & Treasurer Department.  Duties include a variety of administrative and clerical tasks.  This position requires a high-level of confidentiality, independent judgment, initiative, and decision-making with the ability to prioritize and multi-task. Receives significant public contact requiring professional communication and superior customer service. 

• Greet customers and visitors at counter, provide information and direction, receipts payments, and answer the phone.

• Organize and receipts tax bills, department deposits and all other payments received daily.

• Receive, file and distribute City claims, lawsuits, statements of economic interest, petitions for exemption from sexual offender residency restrictions.

• Receive and respond to requests for special assessment searches.

• Collect and record hotel motel tax payments.

• Responsible for Contractor licensing.

• Process incoming and outgoing mail.

• Update bulletin board, maintain license application availability for customers.

• File license applications, contracts, etc.

• Perform data entry of voter registration applications, absentee ballots, voter participation and compilation and filing of statistical reports. Assist in the reconciliation of voter participation.

• Conduct early voting, voter registration, and other tasks associated with elections.

• May assist in set ups of accessible polling locations.

• Receive, review and process license applications. Maintain spreadsheet and correspond with Police Department. 

• Correspond with license applicants; print and mails licenses.

• Prepare agendas, compile back up materials, create paper and e-packets and minutes for committee meetings and Common Council.

• Attend committee and/or Common Council meetings to take minutes.

• Perform or assist with other tasks as needed or assigned.

• Must be able to work overtime, outside of the traditional work day, during peak season of tax collection, to assist in the administration of elections and to attend committee meetings and Common Council.

• Other duties as assigned.

• High school diploma, GED or HSED.

• Supplemented by a minimum of one (1) year of general clerical experience, including cashiering, computer operations and public or customer service; or an equivalent combination of training and experience.

• Must have keyboard skills and proficiency with a varied range of computer application programs.

• Must be able to type at a rate consistent with departmental needs.

• Must be able to be WisVote Certified - must be able to obtain within Thirty (30) days of hire.

• Must be able to obtain a commission as a Notary Public.

• Knowledge of municipal and departmental rules, regulations, practices and procedures.

• Knowledge of business English and arithmetic.

• Knowledge of modern office terminology, methods, practices and procedures.

• Ability to understand and follow oral and written instructions.

• Ability to establish and maintain effective working relationships with fellow employees, superiors, suppliers and the general public.

• Ability to make arithmetic calculations with speed and accuracy.

• Ability to learn pertinent codes, laws, ordinances, rules, regulations, policies and procedures.

• Ability to communicate information tactfully and impartially.

• Ability to handle reasonably necessary stress.

• Ability to maintain confidentiality

• Duties may involve some physical effort, i.e., some standing and walking, or frequent lifting (10-20 pounds); or minimal dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.
• Duties may involve extended periods of time at a keyboard.

Environmental Requirements: 

• Duties are regularly performed without exposure to adverse environmental conditions. 

• This position requires sound perception and discrimination.
• This position requires visual perception and discrimination.
• This position requires oral communications ability.

• Must have a valid driver's license and a good driving record.
• May be required to provide a personal vehicle for use on the job.

Selection of qualified applicants will be based upon a rating of their training, experience and work record. The selection process may include  written and/or oral examinations. Appointment will be made in accordance with City policy and the Civil Service Ordinance and Rules and Regulations. The City reserves the right to evaluate only those applicants who best meet the needs of the City.