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

ptnbsid=1uEjGl6GPuSfSIS77EoKjfNhfqM%3d Deputy City Clerk II - Records Management, Open Meetings, and Municipal Code14682Sun PrairieLocal and Tribal Governments:City of Sun PrairieFull-TimeRegularThe 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.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 Statues. 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.For a full summary of the position, please visit www.cityofsunprairie.com/jobsStarting salary: $28.62 per hourBenefits IncludeHealth Insurance – 0% employee contribution to premium Dental Insurance – 0% employee contribution to premium15 days of vacation upon start dateSick Leave BankPaid HolidaysVision InsuranceDisability Insurance Life Insurance Pet InsurancePaid Parental Leave Paid Caregiver Leave Enrollment to the WRS (Wisconsin Retirement System)For more information on our benefits, please visit www.cityofsunprairie.com/benefitsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms. The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. The employee must transport information to other offices and agencies at times.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. Must possess a valid Wisconsin Driver’s License. Notary Public Commission preferred or ability to obtain and maintain designation within six months of employment.To apply, please visit www.cityofsunprairie.com/jobs. Questions can be directed the City of Sun Prairie Human Resources office at 300 E Main Street, Sun Prairie, WI 53590; (608) 825-1174; HumanResources@cityofsunprairie.com.Application deadline is July 14, 2024.