Deputy Clerk/Treasurer Administrative Assistant

The City of Waterloo, Wisconsin (pop. 3,639) located in Jefferson County is accepting applications. Seeking a highly organized, professional, and experienced individual. The ideal candidate will demonstrate integrity, sound judgement, and exceptional interpersonal and organizational skills. Preferred candidates will have municipal government experience and/or sizable experience using Microsoft applications including Office 365 and associated applications. Accounting, communication and computer skills are required. You will be expected to be responsible for assigned processes and can drive process improvements to build administrative efficiencies. You will have the opportunity to engage in many aspects of municipal government with a core objective of providing quality services in a cost-effective manner. Reporting Relationships Under general supervision of the Clerk, Treasurer and Mayor, performs a variety of complex, responsible and confidential secretarial and administrative duties requiring a thorough knowledge of organization procedure and policies. This position requires the ability to work independently, exercising good judgment, discretion and initiative. 

• Provide customer service to internal and external customers
• Responding to office inquiries & routing printed and digital communications to municipal departments 
• Proficient daily use of Microsoft applications and other online applications to effectively manage assigned department operations 
  • Office 365, Outlook, Word, Excel, OneDrive, SharePoint and others 
• Assist in preparation and distribution of agendas, meeting materials, meeting minutes, and attend meetings when needed 
• Regular website and social media updating 
• Prepare, track & update rosters of appointed and elected officials and corresponding oaths 
• Update and maintain municipal code book, ordinance publications, and resolutions 
• Processing and issuing various municipal licenses and permits 
• Bi-weekly payroll and payroll record maintenance 
• Assist with accounts payable and receivables, and assist with year-end audit activities
• Tax preparation, collection & receipt of municipal revenue 
• Election administration; oversee absentee ballot process, distribution, recording and filing 
• Performing notary duties 
• Assistant deputy to clerk and treasurer 
• Assist with park rental and related inquiries 
• Ordering office and maintenance supplies

This role promises a variety of work duties, a team culture, the stability of working for a municipality and regular 8:00 a.m. to 4:30 p.m. Monday-Thursday and Half-Day Fridays year-round. Waterloo offers the Wisconsin Retirement System’s highly acclaimed Retirement and Health Insurance programs, as well.

To maintain consistency and availability for residents, department heads, elected officials and other staff members, the majority of hours worked in a week will range from 7:00 AM to 5:00 PM, Monday through Friday. Some evening meetings are required.

High School diploma or equivalent

To apply for the position please fill out the employment application on our website, https://www.waterloowi.us/employment-opportunities send application to [email protected].

Applications will be accepted until position is filled.