City Clerk / Treasurer

Graduation from a four-year accredited college or university with a degree in Business, Finance, Accounting or related field, and at least 7 years of experience in municipal government (i.e., finance, budgeting and office administration), with at least 4 of these at a supervisory level; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

• State statutes, City ordinances, regulations and other legal provisions related to the organization and function of municipal government and the office of Clerk/Treasurer, including tax collections and City elections.
• The theory and practice of municipal finance, tax collection, banking, budgeting and office administration.
• Cash management including investment, accounting, bookkeeping and collections.
• The operation of standard office equipment including computers and related software programs.

• Prepare clear, concise, accurate and informative reports.
• Plan, organize and direct the work of others in an efficient and effective manner.
• Establish and maintain effective working relationships with City officials, co-workers and the general public.

• Oral and written communications.
• Recordkeeping and database management.

• Certification from the State Elections Commission to run elections;
• Wisconsin Municipal Clerks Association membership.
• Valid driver license.
• Ability to pass a criminal and financial background check; bondable.

Join the dynamic team at the City of Waukesha, WI, as our next City Clerk/Treasurer! We’re looking for a detail-oriented professional to lead the City Clerk/Treasurer’s Office. With a bustling population of 71,158 and a vibrant community spirit, Waukesha offers a top-notch work environment, recognized nationally as one of the “100 Best Places to Live” and a “Top Workplace.”

As a key member of our Leadership Team, you’ll play a vital role in shaping our City’s future, overseeing everything from elections to public records management. If you have a bachelor’s degree and at least seven years of relevant experience, including supervisory roles, we want to hear from you!

We offer a competitive salary range of $85,753 to $100,762, alongside a comprehensive benefits package including healthcare, retirement plans, life insurance, and professional development opportunities.

The City of Waukesha values diversity and inclusivity and is a Drug-Free Workplace and Equal Employment Opportunity employer.

Click here to review the Position Profile City of Waukesha – Clerk/Treasurer Profile (Download PDF reader)
Click here to review the Job Description City of Waukesha – Clerk/Treasurer Job Description (Download PDF reader)
Explore the City’s benefits here: City of Waukesha Benefit Guide (Download PDF reader)

Essential Job Functions The job functions listed herein are neither exclusive nor exhaustive, but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

• Administration of Elections under state and federal laws to include tabulating equipment testing, ballot setup, selection and coordination of ADA accessible poll sites, obtain, train and schedule seasonal poll staffing, oversight of outgoing mail absentee process and in-person absentee voting and voter registration. Oversee proper database maintenance to keep voter rolls current. Report timely election results and run Board of Canvas or participate in recount or related audit activities post-election. Keep advised of legislative updates and employ necessary changes to election/office procedures.
• Oversee Accounts Receivable invoicing and payment processing Responsible for verification through Daily Recaps of cash/check/online payment entries through cashiering are correctly posting to financials according to standard practice, city policies and procedures utilizing the Munis financial system and available for audit review. Provide direction to staff relating to financial issues and account adjustments as necessary. Initiate appropriate collection activities or notices on past due accounts.
• Prepare   the Tax Roll to include all jurisdictional shares, tax increments and credits. Coordinates and oversees individual tax bill preparation for real estate, and airport hangar tax bills to include appropriate roll of outstanding specials, credits, and installment calculations. Prepare tax insert and coordinate timely printing and mailing with outside vendor.   Coordinate data updates to County Treasurer’s online system. Manage tax collection activities from various methods and settle monthly on collections paying other jurisdictional proportionate shares of collections. Complete reconciliation reports to County Treasurer and City Finance Departments.
• Oversee tax refund processing of refunds to taxpayers with mortgage company payment overages or duplicate payments due to ownership changes.
• Directs and supervises administrative support services for Council to include agendas, minutes, publications, and communication.  Staffs the Ordinance and License standing committee and oversee license application processing to go before Committee and license issuance.
• Attends all Common Council meetings in the capacity as clerk/secretary; refers Council action or requests for information to appropriate standing committees, boards, commissions and/or City departments.
• Acts as Secretary to the Board of Review; accepts protest forms, schedules hearing dates, swears in witnesses and keeps minutes of all hearings and decisions.
• Acts as recordkeeper of all deeds, easements, planned unit development agreements, etc.
• Responsible for maintenance of the City’s Municipal Code of Ordinances.
• Work with bond counsel to complete necessary financial bond documents and confirm funds. Assist Finance Department by making bond payments, payroll wires transfers and other fund transfers.
• Coordinates counter and phone customer service for the department and oversees staff activities of city-wide mail center services and main City Hall phone line.
• Manage individual, monthly retired city employee health insurance payments by ACH, adjusting draws in coordination with health insurance invoicing and human resources.
• Disseminate official documents for local candidate filings and provide information related to elected officials. Advise regarding parliamentary procedure and other official activities.
• Assist Finance Department moving LGIP and Dana investment funds as needed for payments or investments   and oversee daily bank deposits to local bank include driving to the bank to pick up deposit bags or cash/change needed for vault maintenance.
• Provides Board of Review appeals process information to taxpayers, receives filings and schedules hearings. Attend and Clerk meeting, swear-in witnesses and record testimony and findings. Coordinate notices and valuation adjustments post-board. Oversee omitted and corrected tax adjustments in tax system for Assessor corrections and creation of new bills and refunds if necessary.
• Prepare departmental budgets for Clerk and Treasurer.
• Statutory filing officer for official city business and public records requests. Maintains and preserves paper and electronic records. Responds to and fills open record requests with necessary redaction. Local filing officer for local candidate paperwork for Spring elections (Alderman, Mayoral, City Attorney, Municipal Judge).
• Research, propose, and manage purchase and implementation of new software replacements or upgrades for Clerk or Treasurer related responsibilities, e.g., Munis Utility Billing for rolling Special Assessments and purchase of MuniCode software.
• Administers oaths and affirmations.
• Oversees and evaluates the workflow and function of department staff; implements policies and procedures for greater efficiencies; plans for temporary office help during heavy volume periods (tax/election season.)