About the Department
The City of Madison Clerk's Office is hiring a Municipal Clerk Leadworker to serve as the Absentee Voting Lead! We’re looking for a detail-driven, mission-focused leader to oversee our absentee voting operations. In this role, you’ll coordinate all mail-out absentee processes, including operating advanced equipment used to prepare and process absentee ballot mailings. Your work will help ensure that every absentee ballot is handled securely, accurately, and in full compliance with election laws.
This position will serve as the Absentee Voting Lead, you will guide daily workflows, support the integrity of ballot handling, and serve as a go-to resource for Clerk’s Office staff. You’ll provide day-to-day direction, training, and support while helping implement established procedures and priorities. This position works under the general direction of the Deputy Clerk and exercises independent judgment within defined guidelines.
If you’re motivated by public service, committed to accuracy, and energized by work that directly supports our democratic process, this is a meaningful opportunity to make an impact.
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
Position Duties
- Oversee and provide administrative support to the election process, including but not limited to: process voter registrations and ensure accuracy with the Statewide Voter Registration System; label, send out, and/or coordinate delivery of absentee ballots; participate in testing electronic voting equipment; deliver voting equipment to polling places; assist in auditing election results; assist with recounts as necessary; provide information regarding filing deadlines for finance reports and other filings; and provide administrative support to the Madison Election Advisory Committee.
- Oversee and provide administrative support in the area of Records Management and Public Inquiries, including but not limited to: prepare and route contracts for signature; access records for compliance with Open Records Law; notarize documents; prepare the weekly meeting schedule and post meeting notices in accordance with Open Meetings Law; maintain a database of all city contracts, deeds, and other official documents; coordinate records storage and retention with the State Records Center.
- Assist in staff training; assign, monitor and assist in evaluating the performance of staff. Establish work priorities and procedures.
- Resolve questions regarding policy and procedure interpretation and office functions. Recommend and participate in the revision of procedures and operational changes.
- Perform more challenging aspects of the operational functions and activities of the Clerk’s Office.
- Provide support to City Treasurer’s and City Assessor’s Office as required.
- Give presentations on voting, accessibility, and the elections process to community groups.
- Assist with ensuring compliance with regulatory agencies to include the City of Madison, Dane County Clerk’s Office, and Wisconsin Elections Commission.
- Assist with implementing policies and procedures to promote excellence and compliance with applicable local, state and federal regulations.
- Compile and complete various reports and records. Prepare reports and data analysis for internal and external use.
- Assist with related Community Outreach and developing education materials. Assist in the maintenance of the agency website and social media content.
- Maintain awareness of changes in legislation on both the State and Federal levels.
- Prepare office payroll as required.
- Perform related work as required.
Minimum Qualifications
- Three (3) years of service in a Wisconsin City Clerk’s office (or comparable) which includes one (1) year of leading Clerk's Office programs, projects, and/or election officials.
- Four (4) years of experience in applying the following:
- Office procedures, methods, and equipment, including the relevant use of computers for word processing and database management.
- Wisconsin election process.
- Open Meetings Law, Open Records Law, and Record Retention laws.
- Two (2) years of experience in applying the following:
- Laws related to liquor licensing in Wisconsin.
- Computer software applicable to the duties of the position.
- Familiarity with the following:
- Record management principles and practices incorporating appropriate technological applications
The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.
For a complete list of Knowledge, Skills and Abilities, please see the classification specification.
Other Qualifications
- Ability to meet the transportation needs of the position.
- Ability to obtain notary public certification.
- Certification through the Wisconsin Municipal Clerk Program is required within three (3) years. Failure to obtain this certification within the probation/trial period will result in the employee not passing probation/trial period, absent extenuating circumstances.
- The employees will be expected to attend meetings and provide presentations outside the normal work schedule, including evenings and weekends.
Physical Requirements:
Work is performed in an office environment with flexible desk height and using standard office equipment such as computer, telephone, and copier. Work may involve occasional travel to various City facilities in order to attend various meetings.