The Village of Jackson (pop. 8,096) is seeking candidates to fill the role of Clerk. The Village Clerk is a senior member of the Village Administrator’s management team, which is comprised of the Clerk, Treasurer, Engineer, Fire Chief, Police Chief, Director of Inspections, and Parks and Recreation Director. This position is a key contributor in the organization and is responsible for oversight of many of the public services our community provides. The Village Clerk performs a range of highly complex duties comprising of custodial needs of official Village records; the recording of documents and vital statistics; the issuance of licenses; management of the Village website, meeting information, community updates/newsletters and technology systems; management of official or legal notices; administration of elections and management of Election Chiefs and poll workers; and management of the Assessor’s Office functions of the Village. This role is supervisory to the Deputy Clerk and Poll Workers and shall ensure services are available to the public in the Administrative Offices during the hours of 8AM-4:30PM, Monday through Friday, excluding holidays. The role is classified as full-time, exempt. The hiring range for the position is $65,000-$84,000 DOQ. Applications will be reviewed on a rolling basis. Applicants are asked to include a completed application, resume, letter of interest, and three (3) professional references. Questions shall be directed to Village Administrator, Jen Heidtke at jen.heidtke@villageofjacksonwi.gov.
Other duties or functions may be required from time to time, and thus the information below is not an exhaustive list of responsibilities for this role.
Serves as Custodian of Records for the Village of Jackson:

• Record or certify documents, retaining, and destroying files consistent with State Statute and comply with Village adopted retention schedule including ordinances, resolutions, contracts, and deeds as required.
• Administer the oath of office to Village employees and officials.
• Certify tax roll, assessment roll, and documents.
• Maintain affidavits of publication and Letter of Credit files for Development Agreements.
• Maintain an accurate record of all public meeting proceedings.
• Maintain all papers and records open to inspection during normal working hours.
• Serve as notary public and as the official custodian of all Village records, public documents, and corporate seal of the Village.
• Provide information to citizens regarding applicable Village ordinances/state laws.

Issuance of Licenses and Permits:

• Oversee the application and approval process of licenses or permits for: Pets, Special Events, Work Permits, Cigarette, Direct Seller's, Fireworks, Intoxicating Liquor/Fermented Malt Beverages, Operator/Bartender, Peddlers and other miscellaneous permits in accordance with applicable Wisconsin Statutes and Village Ordinances.

Management of Village Website, Announcements and Meeting Information and Technology Systems, and assist with social media announcements:

• Serves as support to Departments and maintains contracts for services for agenda and meeting packet creation with Civic Clerk and services for online website hosting with Civic Plus.
• Serves as support to Departments for audio/video equipment in Board Room.
• Coordinates with Administrator and Department Supervisors content to be included in quarterly newsletter, monthly highlights publication, calendar to be published and distributed with utility bills, and schedules social media posts for community reminders and holidays in concert with Administrator.
• Publishes announcements for Village Departments on Village website and coordinates messages to be posted on the STH 60 digital messaging board and coordinates additional messaging or scheduling of posts on social media account(s) in concert with Administrator.

Management of Assessor’s Office:

• Coordinates contracts for Assessment Services.
• Publishes all notices for property assessments and open book, maintains a copy of the assessment roll, coordinates objection filings for Board of Review in concert with the Village Assessor and Attorney, and submits all applicable reports to Washington County and WisDOR.
• Serves on the Board of Review.

Meeting Duties and ADA Title II Coordinator Duties:

• Assist in the preparation of agendas, minutes and meeting reports for the Village Board and various boards as needed and perform liaison duties to the public regarding activities of the Board, Commissions, and Committees.
• Ensure the meeting rooms have furniture arranged as needed, with necessary technologies set up such as display monitors, microphones, and audio/video equipment.
• Serves as ADA Title II Coordinator.
• Assist in preparation of ordinances and resolutions and codification of the same.
• Attend meetings of the Village Board, Finance and Personnel Committee, Board of Public Works, Plan Commission, Joint Review Board, Tourism Commission, and Board of Review as well as other meetings, as needed. Deputy Clerk may be requested from time to time to attend in the absence of the Clerk.
• Maintains a monthly calendar of all Village meetings and Village Board room reservations, and schedules all uses of the Village Board room to ensure door program access and to avoid scheduling conflicts.
• Prepare, publish, and post meeting agendas, bids, official notices, public hearings, and other information as required by law.

Election Preparation and Administration:

• Plan for Village’s involvement in local, state and federal elections and ensures compliance with all election laws and procedures.
• Receive and process local filings for Village office.
• Supervise the registration of voters and maintenance of registration files.
• Coordinate absentee ballot voting (room reservation, equipment set up, inspector help with set up), supervise purchase of needed election supplies, test voting equipment and recommend revisions to ward boundaries as needed.
• Recruit, select, and train election inspectors. Utilize and update training manuals, convey election law changes and ensure adequate performance of election workers.
• Respond to calls, questions and request from Election Chiefs and Deputy on Election Day.
• Assist Election Chiefs and Deputy to troubleshoot and repair voting machines or electronic poll books (Badger Books) on Election Day.
• Complete or assure completion of summary statements and deliver election results to State, County and media.
• Plan and oversee the Board of Canvass and certification of election results.

Supervise and Direct Employees in Administration Offices:

• Manage new employee checklist to ensure access to necessary programs or Village account log-in credentials (i.e. email account, phone directory update) upon start of employment, distribute key fob or other keys as needed to office areas, maintain current staff listing online.
• Initiate and assist in the selection of departmental employees including posting jobs, interviewing, recommending hiring, and requests to Administrator for additional head count for all permanent part-time or full-time employees.
• Assess employee performance and manage complaints against employees, provide job performance feedback and documentation, conduct formal performance review with employees and determine annual goals and objectives for employees.
• Prepare and/or conduct on the job training (i.e., work procedures, job functions, etc.) and perform reviews on an annual basis.
• Responsible for the establishment of goals and procedures in meeting Clerk objectives and departmental objectives.

Prepare and Monitor Clerk Related Budget Items:

• Develop departmental data necessary for budget preparation and monitor compliance with approved budget. Budget estimated departmental revenues and expenditures and assist Village Administrator in presentation of those costs at Budget Workshop as needed.
• Report variance between budgeted and actual expenses and provide justifications to Treasurer on quarterly basis.
• Allocate expenses to other budgets for projects, products, or services. Analyze expenses to determine cost reduction alternatives.
• Administer contracts for office equipment such as copy machine, postage machine, shredding services, etc.

EDUCATION AND PRIOR EXPERIENCE:
The Village is seeking a candidate with three (3) or more years of progressively responsible experience in municipal operations with two (2) years of experience in election administration. An Associate’s Degree in fiscal or government-related areas, or commensurate experience in government, including general administration and personnel management will be given equally weighted consideration.

LICENSE/CERTIFICATION REQUIREMENTS:
Must meet requirements as set for in SS. 61.25 and SS. 61.26, Wisconsin Statues. Incumbent must be a “Certified Municipal Clerk” or obtain the designation within 3 years of employment. Must possess a valid Drivers License. Incumbent must have Notary Public certification or obtain the certification within three (3) months of employment. Must be bondable.

Must have knowledge of state law and local ordinance requirements related to the operation of Village government. Must be a motivated, team player possessing strong organizational and communication skills. Must be able to work independently, demonstrate the ability to make sound independent management decisions and possess strong supervisory abilities. Must possess the ability to effectively communicate, both orally and in writing, with the public and coworkers.