Deputy City Clerk II - Records Management, Open Meetings, and Municipal Code

City of Sun Prairie   Sun Prairie, WI   Full-time     Legal
Posted on June 26, 2024
Apply Now

The City Clerk’s Office is currently seeking a Deputy City Clerk to join the Administrative Services department.
This position plays a crucial role within our organization, supporting the City Clerk in carrying out the statutory functions of the office. This position performs a wide range of complex, sensitive, and sometimes confidential clerical and administrative duties. The main responsibilities include, but are not limited to, administration of public records, open meetings, and committee/board/commission management. The Deputy Clerk has the authority to perform the City Clerk’s duties in accordance with State Statutes, City Ordinances, and City Policies in their absence or as needed. This position is responsible to provide administrative support to the Deputy Clerk I, as needed.

HIRING PROCESS TIMELINE:

July 14th @ 11:59pm - Application deadline
Week of July 22nd - Assessment testing (City Hall)
Week of July 29th - Initial panel interviews
Week of August 5th  - Second panel interviews
August 19th - Anticipated start date


**Please Note: the dates above are tentative and are subject to change at any time in the hiring process. Any changes will be communicated with applicants** 

Essential Job Functions

Customer Service

  • Deliver prompt and accurate information to the public regarding the services offered by the Clerk’s Office.
  • Assist the public with navigating online portals for services.

Deputy Clerk/Collaborate with other Departments

  • Collaborate with internal departments to develop and modify digital workflows for efficiency using platforms such as Unity Client, JustFOIA, OnBoard, and OneMeeting.
  • Serve as the first-point-of-contact for City Staff for troubleshooting and creating meeting agendas, packets, and minutes.
  • Train City staff and provide resources in using the agenda management software (OneMeeting).
  • Collaborate with City staff on the Records Management System, ensuring historical scanning and file structure set up per policy.
  • Participate in various levels of training, research, and stay abreast on changing regulations, laws, and policies related to the functions of the City Clerk’s Office.

Open Meetings

  • Maintain the agenda management system (OneMeeting).
  • Coordinate, prepare, and post agendas, minutes, resolutions, ordinances, proclamations, and other documents for consideration by the City Council, Committees, Boards and Commissions as needed.  
  • Process, prepare, and obtain the necessary signatures for documents. Coordinate and prepare the publication and recording of various documents as required by State Statutes.
  • Coordinate and prepare the Committee of the Whole and Common Council agendas. Attend and take minutes for these meetings when the City Clerk is not available.
  • Complete pre-meeting preparation and post-meeting follow-through in line with the Standard Operating Procedures.
  • Advise City staff on proper preparation and submission of items for Committee of the Whole and Common Council agendas.
  • Stay current on open meeting laws through training and monitoring Wisconsin Department of Justice (DOJ) memos and website.
  • Record, compose or transcribe minutes from notes of recording taken by others or self. 

Public Records

  • Oversee the Public Records Requests System (JustFOIA) and coordinate gathering of necessary information and records. Correspond with records requestors. First-point-of-contact for all Open Records Requests within the City.  
  • Provide training, resources, and act as the first-point-of-contact for City staff using the Public Records Request System (JustFOIA).
  • Oversee, provide training and resources, and act as the first-point-of-contact for City staff using the Records Management System (Unity Client). Collaborate with City staff to ensure historical scanning and file structure set up is in accordance with policy.
  • Coordinate with City personnel, including City Attorney and Administrative Services team, to review and redact records, and issue appropriate notifications under law. 
  • Prepare and file legal documents and notice and post agendas and public hearings.
  • Manage records, including resolutions, ordinances, meeting agendas, minutes, etc.
  • Scan, retrieve, distribute, research, and maintain documents from the Records Management System, files, and various databases.
  • Maintain records and files for Clerk’s Office programs and projects. This includes compiling and preparing basic statistical reports pertaining to services provided by the department.
  • Review records and information to ensure compliance with open records requests as outlined by department policy/procedures and State law.
  • Stay current on public records laws by attending training and monitoring Wisconsin Department of Justice (DOJ) memos and website.
  • Enter and maintain data, ensuring quality and accurate information in various databases. Create reports and verify data for accuracy.  

City Website

  • Maintain and update the Department’s website, including creation of new content as directed.
  • Assist with maintaining the Department’s social media and other electronic media.

Committee/Commission/Board Management

  • Oversee the Board/Committees database (OnBoard).
  • Provide Committee oversight (OnBoard)

Elections

  • Respond to election-related questions from voters, poll workers, staff, and outside agencies. 
  • Provide administrative support for elections including but not limited to voter registration, absentee processes, candidate filings, election equipment management, polling place set up, and assisting voters who call or come to City Hall.          
  • Respond to and repair electronic voting equipment malfunctions on Election Day.
  • Calculate and process payroll for Election Officials.
  • Assist with election night close-out activities, auditing Election Day paperwork for accuracy and completeness, and conducting recounts as necessary.

Administrative Duties

  • Administer oaths and provide notary services for the City.
  • Create and maintain written Standard Operating Procedures (SOP) for all processes associated with your primary duties.
  • Maintain records on annexations and Planning Department recordings with the Register of Deeds.
  • Maintain care and custody of the corporate seal.
  • Process payroll for the department.
  • Assist with coding of invoices and tracking purchase card receipts for payment by the Finance Department.
  • Type and edit various correspondences, reports, and memoranda, etc. This may require exercise of judgment as to content, accuracy, and completeness.
  • Perform special projects and research as requested.

Requirements of Work

An associate degree in business management, business administration, paralegal, or related field is required. Between one to three years of recording keeping, Clerk’s Office experience, municipal government experience or other relevant experience is required. Proficient with modern office technology including specialized software and database programs. Preferred coursework on public records law, and basic understanding of Wisconsin and federal open records law. Wisconsin Certified Municipal Clerk Certification through the Wisconsin Municipal Clerk Association is desirable; however, if not certified the ability to obtain certification will be supported by the City along with further continuing education and training. 

Necessary Special Requirements
  • Must possess a valid Wisconsin Driver’s License.
  • Notary Public Commission preferred or ability to obtain and maintain designation within six months of employment.

The City of Sun Prairie is committed to advancing equity, honoring our diverse identity, and creating an inclusive culture.  These serve as our guiding principles every day in all that we do.  Keep us accountable to this mission and join us in this commitment to a thriving Sun Prairie, as you live, work, and play.  If you need an accommodation during the hiring process, please contact Human Resources at 608-825-1174 or HumanResources@cityofsunprairie.com.


City of Sun Prairie

300 East Main Street
Sun Prairie , WI
https://cityofsunprairie.com/