Deputy Clerk/Treasurer - Village of Hales Corners

This position is within the Administration Department and provides high level oversight of the Village’s day-to-day operations under the direction of the Village Administrator-Clerk-Treasurer. The employee performs a variety of accounting, human resources, and clerical work. This position supervises and coordinates administrative support staff. The work is performed under the guidelines set by state statute, village ordinances, and the Village Administrator-Clerk-Treasurer and is executed accordingly. The Deputy Clerk/Treasurer is filled by recommendation of the Village Administrator-Clerk-Treasurer. In the absence of the Village Administrator-Clerk-Treasurer, the Deputy Clerk/Treasurer performs the statutory duties of the Village Administrator-Clerk-Treasurer.

Oversees and directs staff in the processing of all accounts payable, accounts receivable, daily deposits and other related cash receipting procedures. Assists with the completion of tasks as needed.

Maintains and reconciles general ledger accounts, enters journal entries, and ensures timely reporting of statutory 1099 filing.

Processes daily cash management tasks including bank transfers, wire and investment activities as instructed in conformity with board policies.

Prepares tax roll including special charges, assessments and delinquent bills, prepares statement of taxes, tax settlement and coordinates contract for mailing of tax bills to property owners.

Prepares and submits bi-annual tax exemption state reporting.

Acts as a resource to the public for questions regarding property assessment and property taxes.

Risk management processes including filing all workers compensation, liability and property insurance claims, scheduling workers compensation audits, and filing related state reporting.

Assist the Village Administrator-Clerk-Treasurer with human resources processes and reporting.

Provides new and existing employees benefit program information including but not limited to health, dental, vision, and life insurance, Wisconsin Retirement System, flexible benefits, Income Continuation Insurance. Completes WRS contributions and reconciliations. Maintains the ETA benefits portal.

Process bi-weekly, monthly, quarterly, and seasonal payrolls. Maintain WRS, FLSA, and PTO tracking.

Maintain confidential personnel files and handling of other confidential documents, including bargaining unit labor negotiations and payroll.

In conjunction with the Village Administrator-Clerk-Treasurer and Accounting & Licensing Clerk, assist with the maintenance of the statewide voter registration system database, absentee ballot processing, conduct/administer elections, and post-election reporting.

Assists Village Administrator-Clerk-Treasurer with scheduling/training election workers and special voting deputies and publish election notices as needed.

Assists the Village Administrator-Clerk-Treasurer with Board of Review notices and processes as needed.

Work with the village’s third-party planning firm to review and post Plan Commission agendas, minutes, and packet material on the village website. Attend meetings as needed.

Oversees and directs staff with processing applications for all permits and licenses issued by the Village in accordance with applicable state statute or village ordinances.

Serves as the Deputy Clerk/Treasurer and acts on behalf of the Village Administrator-Clerk-Treasurer in their absence.

Minimum of college course work in public administration, business administration, or accounting. Prefer a college degree in business or accounting; considerable administrative experience including a minimum of three (3) years of experience in municipal government, or equivalent combination of related education, training and experience that provides the required knowledge, skills and ability may be considered in lieu of a degree.

Thorough knowledge of the statutory clerk and treasurer functions; preferably as evidenced by Wisconsin Municipal Clerks Association (WMCA) certifications.

Thorough knowledge business English, grammar, punctuation and arithmetic.

Thorough knowledge of the functions, laws, rules, regulations and policies of the Village Board or ability to acquire such knowledge during a reasonable period of training.

Knowledge of accounting practices and fund accounting.

Knowledge of payroll, employee benefit systems including health, life, dental, disability insurance, deferred compensation, Section 125 Plans and the Wisconsin Retirement System.

Knowledge of supervisory practices.

Ability to maintain confidentiality and make responsible decisions in accordance with established policies and procedures.

Ability to prioritize, organize, and perform work independently, and to manage multiple priorities and projects, making changes as circumstances dictate.

Ability to maintain efficient and timely work flows through coordination and management of

office support personnel, organization and assignment of tasks, establishment and maintenance of schedules.

Physical demands:

The 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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit at a computer work station for a considerable period of time and talk or hear using electronic communication devices.

Ability to communicate effectively orally and in writing. Ability to deal with the public efficiently, tactfully, and courteously.

Ability to establish and maintain effective working relationships with other employees, public officials, and the general public, and to effectively and discreetly convey information.

Performs diverse clerical work including confidential assignments and handles a variety of administrative details, which involves contact with various village officials, representatives of outside agencies, and the general public.

Work environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is moderately noisy.

Hours of work: 7:30 AM to 4:00 PM, with an unpaid half hour lunch break; additional hours will be required on election day and may be required to fill in at various night meetings.

Salary range: $72,000 - $88,000

Benefits: Health Insurance, Dental Insurance, Vision Insurance, Life Insurance, Income Continuation Insurance, Wisconsin Retirement System, Vacation/Sick/Personal/Holiday Paid Time Off, Employee Assistance, 457(b) Deferred Compensation Retirement Plans and Flex Spending Plans.

Tuition assistance may be available upon request for relevant coursework/certifications.

Selection guidelines:

Formal applications, rating of education and experience, or an interview and reference check. Job related tests may be required.

Possession of a valid Wisconsin driver’s license.

Position is open until filled.

Submit resume with three professional references to: RPocquette@halescorners.org

More information is available on the village’s website: www.halescornerswi.gov