Deputy Village Clerk - Village of Pleasant Prairie

The Deputy Village Clerk will provide a variety of confidential clerical, administrative and technical work in the day-to-day functions of the Village Clerk’s Office.  The primary responsibility of this position is to assist the Village Clerk as described in the job duties. This position reports to the Village Clerk.

• Assist with election administration such as data entry of Voter Registrations and Absentee Applications; prepare adequate supply of required standard absentee voting instructions; prepare adequate supply of initialed absentee certificate envelopes for both by mail and in person voting; bulk absentee mailing; receipting absentee ballots in WisVote and properly store absentee ballots by ward number and alphabetically by last, first name of voter; Filing paper Voter Registrations and Absentee Applications; Voter roll maintenance consisting of WisVote Regulations Alerts, Obituaries, Felons, Incompetents, and DMV checks; Polling site pre-election setup and post-election tear down; Central count on election day answering voters calls and responding to questions and/or directions to polling sites and/or receipt in absentee ballots.
• Assist with bulk mailings by the Clerk’s Office and Office of Assessment Services.
• Assist with retention procedures of Ordinance, Resolutions, Agreements.
• Assist in processing Open Records Requests.
• Assist Chief Deputy Clerk in the processing retail liquor (permanent/temporary), operators, cigarette, peddlers, secondhand article/jewelry, and mobile home licenses; Hotel/motel permits and Block Party permits.
• Process invoices/requisition for the Clerk’s office.
• Attend after hours Board and Commission meetings, as assigned or as needed. 
• Answer and respond confidentially to callers requesting information from the Clerk’s office.
• Greet and direct customers accordingly at the front counter.
• Performs additional projects, administrative duties and miscellaneous tasks as assigned.

Physical Requirements

• Proficiency in Microsoft Office Suite software programs including Word, Excel, PowerPoint, Outlook email and use of Internet.   
• Ability to work with various software programs related to finance, licensing, elections and electronic agendas.
• Must be able to work evenings and weekends, especially during elections.
• Must be able to work some week nights for board meetings, when necessary.
• Willingness to attend webinars and training sessions.
• Ability to interpret and apply provisions of law, rules and regulations.
• Ability to perform moderately difficult and responsible clerk work and to keep clear and concise files and records.
• Ability to retain information.
• Ability to locate and retrieve documents timely or as needed.
• Ability to establish and maintain effective working relationship with board and commission members, village staff and public.
• Ability to manage multiple tasks, meet deadlines, work effectively under pressure.
• Ability to handle stressful quickly changing situations.
• Maintain a high degree of confidentiality.
• Ability to effectively communicate with others as required through written or verbal communication and be comfortable interacting with persons, individually and collectively, with strong personalities and opinions.
• Ability to lift, move and set voting equipment and boxes that could weigh up to 30 lbs.

Requirements - Educational, Certifications and Experience

• Graduation from a high school or GED equivalent
• Minimum of an Associate’s Degree in Administrative Assistant or 3 to 5 years administrative experience.
• Municipal Clerk experience preferred but not required