Deputy Clerk / Confidential Admin Assistant chez Village of Fox Crossing, WI

About the Department

The Village of Fox Crossing is seeking a highly motivated and detail-oriented individual to serve as Deputy Clerk.  The Deputy Clerk provides administrative support for the Village Clerk and Village Manager, including confidential matters, to ensure efficient government operations and provides limited backup support in the absence of the Human Resources Manager. This public-facing role issues business licenses and bar operator licenses, assists in coordinating elections under the direction of the Village Clerk and performs Village Clerk duties in his/her absence.  The Deputy Clerk is also responsible for organizing record retention, archiving Village meeting minutes, and other documents.  

Position Duties

Deputy Clerk

• Acts as the gatekeeper for the Administration & Clerk’s Office. Greets and directs visitors, answers multiple telephone lines, takes messages for the Village Manager, Human Resources Manager, and Village Clerk; responds to general inquiries and complaints or directs callers to appropriate personnel; provides general administrative assistance, processes mail, files, photocopies, composes and prepares correspondence and other documents.
• Assists the Village Clerk with election preparation and administration such as maintaining voter records, assisting residents with voter registration and absentee voting, coordinating Special Voting Deputy visits, election supply management, testing voting equipment, polling place set up, and overseeing election day operations. Assists with post-election duties such as reconciling election figures and documents on election night.
• Attends training in WisVote, as needed, and stays current with all election laws. 
• Attends training pertaining to Deputy Clerk duties and other clerical duties. 
• Prepares, assembles, distributes, and posts Village Board meeting packets; posts agendas and minutes on the Village website calendar and all official posting locations. 
• Archives and preserves Village records in accordance with the Village’s record retention policy. 
• Gathers signatures on legal documents for distribution and retention. 
• Maintains multiple calendars for reserving Village vehicles and use of Municipal Complex rooms. 
• Processes license applications, collects fees, and issues licenses pertinent to the Clerk’s office; tracks and maintains business licenses in a computer licensing program. 
• Assists in creating, recreating, and proof-reading ordinances and resolutions. 
• Amends, distributes, posts, and maintains the Municipal Code of Ordinances for the Village. 
• Processes certified mailings for public hearings and follow-up correspondence. 
• Assists in administering oaths of office. 
• Processes mail for the Clerk’s office, Administration office, and Legislative personnel. 
• Monitors office equipment, orders office supplies, forms, and related materials for the Clerk and Administration offices. 
• Performs Village Clerk duties in the absence of the Village Clerk. 

• Maintains the Village Manager’s calendar by setting appointments and making reservations; schedules meetings and other communications as requested. 
• Assists with setup, review, and distribution of the Village Manager’s weekly memo. 
• Deals with confidential and time sensitive issues. 
• Coordinates special events including grand openings, parades, tours, and luncheons. 
• Assists the Village Manager with miscellaneous projects as assigned. 
• Attends Village Board meetings and/or transcribe minutes in the absence of the Village Clerk. 
• Provides limited support in the absence of the Human Resources Manager. 

• Assist other departments with other related functions and duties as assigned or requested. 
• Frequent interaction with the public and employees throughout the organization. 
• Other Village Clerk duties as assigned. 

Minimum Qualifications

• High school diploma or equivalent, along with vocational or technical training in computers and office administration, is required. Three to five years of experience as an office administrative assistant, or a combination of education and experience that provides equivalent knowledge, skills, and abilities, is acceptable. 

• Must be able to multi-task and complete tasks in a setting with frequent interruptions

• Strong attention to detail

• Excellent verbal and written communication skills

• Possess a valid driver's license in the State of Wisconsin.