Part-Time Deputy Clerk/Administrative Support Specialist

Purpose of the Position

The part-time Deputy Clerk/Administrative Support Specialist performs advanced administrative, customer service, and communications functions for the Village. This position is responsible for front counter operations, payment processing, receptionist duties, and a wide range of communication tasks including social media management, newsletters, and website updates. The role requires strong attention to detail, excellent communication skills, and the ability to manage multiple responsibilities with accuracy and professionalism.

Administrative Responsibilities

1. All front counter payment processing.

2. Process and record payments to the utility billing system as needed. Assist with tax payment processing. Enter payment arrangements as needed.

3. Act as receptionist, answer telephone, and process mail. Provide callers with general information and specific information regarding the work of the village and a variety of village services in a clear and concise manner.

4. Assist Village Clerk in performing both pre-election and post-election support functions.

5. Perform all work involved in maintaining moderately complex administrative procedures, usually involving the steps of obtaining information, recording, indexing, and cross indexing such information, giving out and providing information to interested parties, following up or making initial contact with both the user or the provider of the information used in the procedure.

6. Image and index a variety of Village documents.

Communication Responsibilities

• Maintain the Village’s social media sites including creating and updating social media posting schedules, replying to comments from subscribers. Creating post captions on social media sites including but not limited to Facebook and Nextdoor, taking photos or creating other content for social media platforms.
• Post news, events, and calendar updates to the website, plus coordination and posting of basic changes to the website.
• Create weekly e-newsletters with content provided by Village Departments, managing weekly e-newsletter distribution list and sending weekly e-newsletters.
• Prepare and create articles for the quarterly “Weston Wire” newsletters. Gather articles from other Village Departments and forward them to printer for production. Coordinate production, proofing, and finalizing newsletter with Village Departments and mailing of the newsletter with printer.
• Prepare written communication such as news releases, brochures, and post cards.
• Assist with Aquatic Center pool passes, events, brochures, and promotions.
• Create new and assist with ordering business cards, letterhead, envelopes, and a variety of other projects.

Additional Duties

• May be required to support a complex state-wide voter system by creating and updating voter registration records, creating absentee ballot voter records, issuing absentee ballots, reconciling ballots to the voter system, updating voter records, assisting voters on polling locations and election details.
• May perform data entry or other computer work on computerized databases.
• Such other duties or special projects as may be assigned by the Village Clerk.

Education and Qualifications

• High school diploma or equivalent; additional coursework or training in administrative support, communications, public relations, or a related field preferred.
• Two (2) years of clerical, administrative, or customer service experience, preferably in a municipal or public-facing environment.
• Strong customer service skills with the ability to communicate clearly, professionally, and courteously in person, by telephone, and in writing.
• Experience using social media platforms (Facebook and Nextdoor) in a professional or organizational capacity.
• Strong writing and proofreading skills with the ability to create clear, accurate, and engaging communication materials.
• Ability to manage multiple tasks, prioritize workload, meet deadlines, and maintain attention to detail.
• Dependable, organized, and capable of working both independently and as part of a team.
• Cash collection & positive customer service experience is necessary for this position.
• Proficiency with standard office software, including Microsoft Office (Word, Excel, Outlook) and the ability to learn specialized software systems such as utility billing platforms.

Work Environment

The work environment is generally that of a standard office. The noise level in the work environment is moderately quiet. Minimal physical demand with minimal exposure to workplace hazards.

Job Type: Part-time

Pay: $19.54 - $26.80 per hour

Shift availability:

• Day Shift (Preferred)

Ability to Relocate:

• Schofield, WI 54476: Relocate before starting work (Required)

Work Location: In person