Deputy Clerk & Deputy Treasurer - Village of Maple Bluff

The Village of Maple Bluff is seeking a motivated and capable professional to serve as our Deputy Clerk & Deputy Treasurer. This position works closely with Village leadership and plays an important role in municipal finance, elections, official records, administrative operations, and resident services. We are looking for someone who is organized, dependable, comfortable with increasing responsibility, and interested in building a long-term career in municipal government.

This is more than an immediate vacancy—it is a career and succession opportunity. Over the next several years, the successful candidate will receive progressively greater responsibility, training, and exposure to Clerk and Treasurer functions, with the intention of developing toward those roles as part of the Village's approximately five-year succession plan. The ideal candidate does not need to arrive knowing every aspect of municipal government, but should bring strong judgment, initiative, attention to detail, a willingness to learn, and the potential to grow into greater responsibility.

ESSENTIAL JOB FUNCTIONS

1. Clerk Functions: o Serve as Deputy to the Village Clerk and perform assigned Clerk duties, including acting in the Clerk’s absence as authorized.

o Prepare and disseminate official meeting agendas, draft minutes, notices, and packets for the Village Board, committees, and commissions.

o Maintain and update official records, including agendas, minutes, ordinances, resolutions, and related records in coordination with the Records Administrator.

o Support and progressively assume greater responsibility for election planning and administration, including equipment, supplies, training, polling-place preparation, and election-worker coordination.

o Coordinate administrative communications and follow-up necessary to support effective Village operations.

2. Treasurer / Financial Functions:

o Serve as Deputy to the Treasurer and perform assigned financial duties, including acting in the Treasurer’s absence as authorized.

o Process payroll and related reporting accurately and timely.

o Manage accounts payable and accounts receivable processes and maintain accurate supporting records.

o Maintain the accountspayable@villageofmaplebluff.com shared mailbox and ensure timely routing and follow-up.

o Support budget development, financial reporting, reconciliation, audit preparation, tax related processes, and other financial administration as assigned.

o Progressively assume more complex financial responsibilities as knowledge, experience, and demonstrated capability develop.

3. Support Services & Organizational Operations:

o Manage utility billing and readings, ensuring accurate and timely processing.

o Oversee replacement cycles for Village-owned IT assets and front-office supplies and coordinate related vendors as assigned.

o Identify and implement practical technologies, process improvements, and administrative solutions that strengthen Village operations.

o Provide professional and responsive service to residents, including tax payments, permits, licensing support, and general inquiries.

o Provide backup support for front-office functions during absences or high-demand periods.

4. Succession & Professional Development

o Participate in a deliberate development plan intended to build readiness for future Clerk and Treasurer responsibilities.

o Pursue relevant professional education and certifications, including Clerk and Treasurer credentials as appropriate.

o Develop working knowledge of the Village’s statutory responsibilities, financial systems, election administration, records practices, policies, and institutional processes. o Assume increasing ownership of complex Clerk/Treasurer functions as assigned and demonstrate the ability to perform them independently.

o Document critical processes and support cross-training to strengthen organizational continuity.

OTHER JOB FUNCTIONS

1. Attend and participate in staff, committee, and Board meetings as requested.

2. Prepare meeting materials, correspondence, reports, and other administrative documents as assigned.

3. Support special projects and organizational initiatives involving multiple departments or outside partners.

4. Perform additional duties consistent with the position as assigned by the Deputy Administrator / Clerk / Treasurer or Administrator.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

o Working knowledge of, or demonstrated ability to learn, local government operations, administrative processes, financial practices, records management, and election administration.

o Strong written and verbal communication skills and the ability to work professionally with residents, employees, elected officials, vendors, and outside partners.

o High degree of accuracy, organization, discretion, follow-through, and ability to manage competing deadlines.

o Ability to learn complex systems and regulations, exercise sound judgment, identify problems, and recommend practical solutions.

o Ability to handle confidential and sensitive information appropriately.

o Ability and desire to assume progressively greater responsibility and develop toward senior municipal administrative and financial leadership.

o Comfort with technology, basic troubleshooting, process improvement, and vendor coordination. o Ability to work collaboratively in a small organization where roles are broad and cross departmental support is expected.

• Competitive Salary: $67,000–$77,000 annually, dependent on qualifications.
• Hiring & Retention Incentive: $2,000 upon appointment; $3,000 after successful completion of a 1-year probationary period; and $4,000 after 2 years of successful employment.
• Exceptional Health and Dental Insurance options available.
• Insurance Opt-Out: $9,600 opt-out incentive available for covered individuals.
• Wisconsin Retirement System (WRS) Employer Contributions.
• Paid Time Off: Vacation, sick leave, and 12 paid holidays each year.
• Professional Development Opportunities: Training programs and certifications.

The most qualified applicants will be invited to appear before an interview panel. Selected finalist(s) will be required to participate in a comprehensive pre-employment assessment, including interviews, drug screening, medical examination, psychological assessment, a background investigation, and reference checks.

Direct any questions to us by email at info@villageofmaplebluff.com.

Submit a completed Village application, current resume, and cover letter to tnystrom@villageofmaplebluff.com.