City of Cedarburg (WI)
Deputy City Clerk
The City of Cedarburg is seeking a detail-oriented, highly organized Deputy City Clerk to support the administrative operations of the City Clerk’s Office. This position performs a wide range of clerical and administrative duties, serves as acting City Clerk in their absence, and plays a key role in ensuring transparent, compliant, and efficient municipal operations.
Clerk’s Office Operations
Perform all duties of the City Clerk during absences, including supervising clerical staff and overseeing daily office operations.
Prepare and assemble Common Council packets for City Administrator review when serving as acting Clerk.
Attend staff meetings and prepare drafts of the bi-monthly City Administrator’s Report.
Meetings & Legislative Support
Attend Common Council, Committee of the Whole, and other assigned meetings.
Accurately record proceedings, draft preliminary minutes, prepare final minutes, and publish condensed minutes in the official newspaper.
Draft preliminary agendas and prepare final agendas and supporting materials for boards, commissions, and committees in compliance with Open Meetings Law.
Coordinate meeting logistics, including room setup and calendar management.
Licensing & Records
Process applications, approvals, fees, and records for all municipal licenses (alcohol, operator, cigarette, special event, parade, fireworks, direct sellers, limousine, film, and others).
Manage renewal notifications, required publications, inspection scheduling, and state reporting.
Provide public records and information to residents, media, and community organizations.
Elections
Assist with all election-related duties, including voter registration and polling place setup.
Administrative Support
Prepare surveys, reports, resolutions, ordinances, proclamations, and other documents as assigned.
Maintain personnel files, including confidential medical records.
Prepare oaths of office, appointment letters, and informational packets for new officials and appointees.
Coordinate annual Ethics Code distribution and receipt tracking.
Order business cards, nameplates, and office supplies.
Provide backup support for mail processing, minute preparation, licensing, and front-counter customer service.
Additional Duties
Place employment advertisements as directed.
Assist with annual departmental budget preparation and decennial census activities.
Serve as a notary public.
Attend relevant seminars and workshops to maintain professional knowledge.
Education & Experience
High school diploma or GED required; additional vocational/technical coursework in office practices or secretarial science preferred.
Minimum of five years of experience in an office environment.
Associate’s or Bachelor’s Degree preferred.
Knowledge, Skills & Abilities
Strong working knowledge of clerical procedures, office equipment, and business terminology.
Familiarity with state and municipal regulations and administrative procedures.
Proficiency in minute-taking.
Ability to follow complex instructions, work independently, and maintain confidentiality.
Strong interpersonal skills and the ability to work effectively with staff, officials, outside agencies, and the public.
Ability to remain composed and exercise sound judgment in stressful situations.
Special Requirements
Must obtain Notary Public certification within six months of hire.
Must be bondable.
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Clerk’s Office Operations
Perform all duties of the City Clerk during absences, including supervising clerical staff and overseeing daily office operations.
Prepare and assemble Common Council packets for City Administrator review when serving as acting Clerk.
Attend staff meetings and prepare drafts of the bi-monthly City Administrator’s Report.
Meetings & Legislative Support
Attend Common Council, Committee of the Whole, and other assigned meetings.
Accurately record proceedings, draft preliminary minutes, prepare final minutes, and publish condensed minutes in the official newspaper.
Draft preliminary agendas and prepare final agendas and supporting materials for boards, commissions, and committees in compliance with Open Meetings Law.
Coordinate meeting logistics, including room setup and calendar management.
Licensing & Records
Process applications, approvals, fees, and records for all municipal licenses (alcohol, operator, cigarette, special event, parade, fireworks, direct sellers, limousine, film, and others).
Manage renewal notifications, required publications, inspection scheduling, and state reporting.
Provide public records and information to residents, media, and community organizations.
Elections
Assist with all election-related duties, including voter registration and polling place setup.
Administrative Support
Prepare surveys, reports, resolutions, ordinances, proclamations, and other documents as assigned.
Maintain personnel files, including confidential medical records.
Prepare oaths of office, appointment letters, and informational packets for new officials and appointees.
Coordinate annual Ethics Code distribution and receipt tracking.
Order business cards, nameplates, and office supplies.
Provide backup support for mail processing, minute preparation, licensing, and front-counter customer service.
Additional Duties
Place employment advertisements as directed.
Assist with annual departmental budget preparation and decennial census activities.
Serve as a notary public.
Attend relevant seminars and workshops to maintain professional knowledge.
Education & Experience
High school diploma or GED required; additional vocational/technical coursework in office practices or secretarial science preferred.
Minimum of five years of experience in an office environment.
Associate’s or Bachelor’s Degree preferred.
Knowledge, Skills & Abilities
Strong working knowledge of clerical procedures, office equipment, and business terminology.
Familiarity with state and municipal regulations and administrative procedures.
Proficiency in minute-taking.
Ability to follow complex instructions, work independently, and maintain confidentiality.
Strong interpersonal skills and the ability to work effectively with staff, officials, outside agencies, and the public.
Ability to remain composed and exercise sound judgment in stressful situations.
Special Requirements
Must obtain Notary Public certification within six months of hire.
Must be bondable.
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