RESIDENCY IN THE CITY OF MADISON IS REQUIRED FOR THIS POSITION
This is responsible managerial work in planning, coordinating and implementing the programs, operations, and services of the Clerk’s Office consistent with governing State Statutes and City Ordinances. This managerial role shall include: The administration and recording of the proceedings of the Common Council; development and implementation of election processes and procedures; issuance of City and County licenses and permits; maintenance of a centralized information bureau as the custodian of official City of Madison documents; and related policy development and direction. This department head role requires working in close cooperation with other City managers. Under the direction of the Mayor, the City Clerk shall exercise considerable judgment and discretion in meeting established objectives.
Employment will be subject to a five-year employment contract negotiated by the Mayor and approved by the Common Council and a term of the contract requires residency in the City of Madison.
Examples of Duties and Responsibilities
Plan, coordinate, and manage the equitable implementation of the programs, operations and services of the Clerk’s Office. Manage professional and administrative staff. Provide for effective employee relations. Maintain a positive work environment that welcomes and supports a diverse staff.
Direct the programs, operations, and services of the City Clerk’s Office. Carry out all related statutory responsibilities and duties of a City Clerk. Serve as Clerk of the Common Council, and the Committee of the Whole. Administer the oath of office to the Mayor, Alderpersons, and Municipal Judge upon election or appointment.
Direct the preparation of Common Council agendas and proceedings. Maintain the official records of the City and publish official notices. Serve as the recipient of all official communications, and provide affidavits for court proceedings regarding documents filed with the office.
Administer the City’s legislative tracking system (Legistar). Provide training and direction to other city agencies in relation to the City’s legislative tracking system and legislative process. Provide staff support for the Police & Fire Commission and the Alcohol License Review Committee. Assist members of the public in connecting with their government.
Plan and direct all City elections and supervise the registration of voters. Hire, train, and manage election officials. Staff and equip each polling location to minimize voter lines. Ensure each polling location has the training and tools needed to make voting accessible for voters with disabilities. Provide accessible and equitable voting options throughout the City for in-person absentee voting.
Hire, train and manage the hourly employees who independently administer in-person absentee voting. Manage the security of election equipment, ballots, data, and results. Appoint, train, and serve on the municipal Board of Canvassers to certify municipal election results. Advise and support the Board of Canvassers for the Madison Metropolitan School District.
Develop voter outreach materials to empower eligible voters to register and vote. Work with UW-Madison and community partners to identify and address obstacles to voting access. Recruit, train, and direct community volunteers to conduct voter outreach throughout the City. Partner with community organizations to dispel misinformation about voting rights and elections. Help previously disenfranchised voters and youth see themselves as future voters by offering mock elections to provide hands-on opportunities to learn about the voting process. Provide civics training to school groups and community organizations.
Organize voter registration drives for eligible voters who are unable to register online. Collect and analyze data on why eligible voters are unable to cast a ballot or have their ballot counted, and develop solutions to address the barriers identified.
Provide court testimony, affidavits, and declarations for state and federal court cases regarding voting rights. Provide technical advice and feedback to the Wisconsin Election Commission. Provide training and guidance to election administrators in Wisconsin and in other states. Advise national organizations on election best practices.
Provide lobby law oversight. Oversee candidate filings and campaign finance filings for the City of Madison and the Madison Metropolitan School District Board of Education. Direct the issuance of City and County licenses and permits. Administer the elections of Madison’s Central Business Improvement District. Oversee the annual Statement of Interests filing for City of Madison elected officials and candidates, members of City committees/boards/commissions, and certain City employees.
Oversee the posting of City meeting agendas, the compilation of the weekly meeting schedule, and the annual creation of the official city roster. Mentor youth interns and students connecting with the Clerk’s Office through the UW PEOPLE Program and the 100 Black Men of Madison Democracy Project.
Develop and maintain a high level of awareness of related professional standards and the effective integration of evolving technologies and methods. Maintain effective cooperative relationships both internally and with other governmental agencies.
Direct the general administration of the department to include the development and implementation of the departmental budget, personnel administration, and the integration of racial equity and social justice into all aspects of the agency’s work, etc.
Provide related high-level expertise and consultation to the Mayor and Common Council. Represent the interests of the organization in a wide variety of internal and external settings.
Prepare and present relevant written and oral reports. Perform and/or oversee special studies. Maintain necessary records, files, and statistics.
Perform related work as required.
Minimum Qualifications
Training and Experience:
Generally, positions in this classification will require:
Three years of directly related supervisory experience incorporating substantive involvement in Clerk’s Office statutory responsibilities. Such experience would normally be gained after graduation from an accredited college or university with a degree in public administration, political science, or a closely related field. Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills and abilities necessary to perform the duties of these positions will also be considered.
Specific training and experience requirements will be established at the time of recruitment.
Knowledge, Skills and Abilities:
Thorough knowledge of the principles and practices of public administration relative to local government to include the operations, functions and statutory responsibilities of the City Clerk. Thorough knowledge of governing election law and electoral principles and practices. Thorough knowledge of record management principles and practices incorporating appropriate technological applications. Thorough knowledge of the full range of supervisory principles and practices, labor relations and personnel management. Thorough knowledge of and ability to use computer software applicable to the duties of the position. Working knowledge of budgeting and program administration principles and practices. Working knowledge of the importance of racial and gender equity in City work. Ability to plan and manage the work and staff of the Clerk’s Office. Ability to supervise staff and set goals and priorities. Ability to perform complex public policy analysis and to prepare and present comprehensive and effective written and oral reports. Ability to develop and justify budgetary requests and control budget expenditures. Ability to work with a high degree of independence in carrying out assigned functions. Ability to develop and maintain effective working relationships with governmental officials, the general public and staff. Ability to maintain adequate attendance.
Special Requirements
Ability to be bonded.
Possession of a valid Wisconsin driver's license or the ability to meet the transportation needs of the position.
The employee will be expected to attend meetings and provide presentations outside the normal work schedule, including evenings and weekends.
A condition of employment for this position requires residency in the City of Madison.
Physical Requirements
Work is mainly sedentary in nature. The employee will be expected to work at a desk frequently using a computer and monitor and review numerous documents in policy manuals and other formats. Work may involve occasional travel to various City facilities in order to attend various meetings, both during and after regular work hours.
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