Deputy Clerk

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.

• 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.

• 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.

• 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.

• Assist with all election-related duties, including voter registration and polling place setup.

• 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.

• 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.

• 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.

• 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.

• Must obtain Notary Public certification within six months of hire.
• Must be bondable.