Deputy City Clerk - City of Eau Claire
Eau Claire, WI
About the Job
Requirements:
- An associate degree, a minimum of 60 credits from an accredited college or technical school, or a minimum of two years of related work experience is required. An emphasis in political science, business, or a related area is preferred.
- Possess or obtain (within 60 days of hire) and maintain election certification from Wisconsin Elections Commission.
- Possess or obtain (within 30 days of hire) and maintain a valid Wisconsin driver’s license.
Additional Reasons to Apply:
- Receive 40 hours of vacation on your first day of employment, plus earn 80 hours of additional vacation time in the first year
- Receive 3 paid floating holidays and 8 paid regular holidays (in a calendar year)
- Potential to qualify for Public Service Loan Forgiveness
- Other excellent fringe benefits (paid sick leave, health insurance, life insurance, etc.)!
Application deadline: Sunday, October 6, 2024 at 11:59 p.m.
Interviews expected to take place Friday, October 11, 2024 Candidates will be notified via email if selected to interview.
**Deputy City Clerk Recruitment Snapshot**
JOB DESCRIPTION
POSITION SCOPE
Under general supervision, this position performs technical and complex duties to organize and administer all federal, state, county, city, and school district elections within the City limits according to federal, state and local regulations. In the absence of the City Clerk, acts as City Clerk and performs all duties and responsibilities in a prompt, efficient and lawful manner. Work requires initiative, independent judgment, and discretion in the performance of various duties under limited supervision. Must maintain confidentiality. Must maintain in-depth knowledge of legal requirements, and problem solve processes and procedures necessary to support the functions and operations of the Clerk's Office.
ESSENTIAL FUNCTIONS
Directs the operations of the elections office, including supervision of part-time staff, to maintain the ethical standards of the election process.
Possesses the ability to work independently, exercise initiative and problem solve within the scope of the position, and to seek review and direction when necessary.
Must be able to prioritize workflow while meeting all deadlines and must have the ability to prioritize job responsibilities and handle multiple tasks efficiently, accurately and correctly.
Monitors and oversees expenditures of the Elections budget. Assists the City Clerk with Elections budget preparation.
Aware of the needs of the community and alert to changes in election laws, trends, and available resources to meet the demands of the public.
Maintains online WisVote state elections system:
Maintains voter registration information for all City voters
Sets-up election in system
Enters candidate and referendum information
Processes absentee ballot requests
Prepares and files required reports
Completes post-election processes
Acts as custodian of elections records.
Develops and implements election procedures and processes, including safety protocols for poll sites and workers.
Assists City Clerk with compilation of ballot orders (styles and quantity) and proofs ballots upon receipt.
Understands, troubleshoots, and oversees testing and maintenance of voting equipment using strong technical skills. Prepares edit listing and test ballots; schedules testing workers.
Orders equipment, supplies, and forms as needed.
Locates, evaluates, and schedules sites for twenty voting locations. Delivers ballots, voting equipment, and election supplies to the voting sites.
Maintains voting wards street guides.
Administers the absentee voting process, including in-person, by-mail, online, and residential care facilities.
Coordinates election responsibilities with the Chippewa and Eau Claire County Clerk’s Offices, Eau Claire Area School District, Chippewa Falls School District, and Altoona School District.
Obtains and maintains a thorough knowledge of frequently changing federal, state, and local election laws and regulations, and office administrative operations.
Ensures compliance with Federal Help America Vote Act and Americans with Disabilities Act requirements, including accessibility requirements at voting locations.
Assists with census, legislative redistricting, and ward creation processes.
Assists with preparing for and conducting Board of Canvass and recount procedures. Acts as a member of the Board of Canvass in the City Clerk’s absence.
Recruits, trains, schedules, and supervises 300 - 500 part-time election workers (election officials, chief inspectors, special voting deputies, and other election workers and part-time office staff). Tracks election official training hours.
Develops and produces training materials, election forms, notices, and other documents, as needed. Composes manuals, check-lists reports, letters, memos and other documents, as needed.
Problem solves using independent judgment quickly to keep voting process flowing on Election Day, by providing guidance to election officials, determining and resolving machine problems, monitoring ballot supplies, and other situations.
Communicates effectively, both orally and in writing. Responds to media inquiries and appears on camera as the City’s election representative.
Assists City Clerk in responding to public records requests.
Uses excellent customer service skills to establish and maintain effective working relationships with other employees, officials, and members of the general public.
Provides back-up support to the City Clerk and City Manager’s administrative staff.
Serves as City Clerk in their absence.
In City Clerk’s absence:
Creates, drafts and finalizes City Council meeting agendas
Coordinates assembly and distribution of City Council meeting packets
Attends and records minutes of City Council meetings
Finalizes resolutions and ordinances for records and/or publishing
Responds to open records requests
Assists Administrative Review Board and Board of Review
Performs all other duties of City Clerk
NON-ESSENTIAL FUNCTIONS
Performs related duties as required.
EDUCATION/EXPERIENCE/CERTIFICATIONS
An associate degree, a minimum of 60 credits from an accredited college or technical school, or a minimum of two years of related work experience is required. An emphasis in political science, business, or a related area is preferred.
Must possess or obtain (within 60 days of hire) and maintain election certification from Wisconsin Elections Commission.
Must possess or obtain (within 30 days of hire) and maintain a valid Wisconsin driver’s license.
SKILLS/ABILITIES
Possesses or obtains a strong working knowledge of word processing and office management software, Munis, VisionLive (website maintenance), WisVote statewide elections system, and voting equipment.
Must be comfortable driving various types of vehicles (ex. trucks, moving vans, cars, etc.).
Works overtime and extra hours as required.
Maintains prompt, predictable, and regular physical attendance.
Must be able to take direction and work well with others.
Must be able to concentrate and perform accurately.
Must be able to react to change productively and handle other tasks as assigned.
Must be able to back-up fellow co-workers.
SUPERVISION/DIRECTION RECEIVED
City Clerk
SUPERVISION/DIRECTION EXERCISED
Part-time election office workers.
Temporary election workers.
WORK ENVIRONMENT
Work involves frequent standing, walking, sitting, and bending. Must have the ability to reach, climb stairs and ladders, and lift and/or move up to 20-50 pounds. Must be able to work in varied environmental conditions.
The City of Eau Claire is an Equal Opportunity Employer.