Sun Prairie, WI – Deputy City Clerk II

Deputy City Clerk II – Records Management, Open Meetings, and Municipal Code – Full Time – $28.62 – $32.84 Hourly

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.

Essential Job Functions

• 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.
• 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.
• Review records and information to ensure compliance with open records requests as outlined by department policy/procedures and State law.
• 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.
• 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.
• Administer oaths and provide notary services for the City.
• 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.
• Assist with election night close-out activities, auditing Election Day paperwork for accuracy and completeness, and conducting recounts as necessary.
• Maintain records on annexations and Planning Department recordings with the Register of Deeds.
• Deliver prompt and accurate information to the public regarding the services offered by the Clerk’s Office.
• 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.

Job Requirements

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

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.

For a full summary of the job description, please visit www.cityofsunprairie.com/jobs

For more information, contact:

Gabriela Alcaraz
Galcaraz@cityofsunprairie.com
608-825-1174