Resident Services Specialist / Clerk of Courts

The Village of Maple Bluff is seeking a dedicated professional to serve as our next Resident Services Specialist / Clerk of Courts. This position plays a central role in connecting residents with Village services, managing municipal court operations, coordinating permits, and ensuring accurate and timely communication across the community. Located along the shores of Lake Mendota, Maple Bluff is a small, independent, and highly engaged community of approximately 1,400 residents. We take pride in delivering exceptional public services with a personal touch, maintaining a close connection between Village government and the people we serve.

Our team operates in a collaborative environment where integrity, compassion, trust, and dedication are not just values—they are daily expectations. The ideal candidate will bring strong organizational skills, attention to detail, and a commitment to responsive, high-quality service. This role offers the opportunity to work closely with residents, Village staff, and elected officials, ensuring that municipal operations run smoothly and that our community remains informed and supported. If you are looking for meaningful work in a unique community, where you can make a direct and lasting impact, we invite you to apply.

ESSENTIAL JOB FUNCTIONS

• Municipal Court Management:
  • Administer all municipal court operations, including coordination, scheduling, documentation, inquiries, payments, records, and reporting.
  • Facilitate communication and coordination between the Municipal Judge, Village prosecutor, police department, suspects, witnesses, and victims.
  • Ensure compliance with all court procedures and reporting requirements.
• Permit Coordination:
  • Oversee the issuance, tracking, and management of building permits in coordination with the Zoning Administrator and Building Inspector.
  • Administer Village permits, ensuring timely processing and accurate recordkeeping.
  • Manage Building Board operations, including coordination, scheduling, documenting, tracking of project submissions, and drafting of minutes.
• Resident Services and Communications:
  • Serve as the primary point of contact for resident inquiries.
  • Manage questions and transactions related to permits, tax payments, pet licenses, elections, requests for information, and other general Village services.
  • Coordinate Village website updates, ensuring accurate and timely information.
  • Coordinate community messaging, including emails, text alerts, and newsletters.
• Administrative Support:
  • Assist utility billing and meter readings to ensure timely and accurate processing.
  • Support initiatives and programs as directed by the Deputy Administrator.
  • Provide assistance for special projects and events as needed.

OTHER JOB FUNCTIONS

• Support other administrative staff during absences or high-demand periods.
• Assist with the preparation of meeting agendas, minutes, and packets.
• Attend staff, committee, and Board meetings as needed to support operations.
• Participate in the planning and coordination of Village events and initiatives.
• Perform other duties as assigned by Deputy Administrator.

• Competitive Salary ($61K-$70K, dependent upon qualifications)
• Comprehensive health and dental insurance
• Wisconsin Retirement System (WRS) plan with employer contributions
• Paid time off, including vacation, sick leave, and holidays
• Professional development opportunities

Work is primarily performed in an office setting, with occasional off-site responsibilities for meetings or events. The position requires the ability to lift or carry materials weighing up to 25 pounds. Flexibility to work evenings is required at least once a month for court obligations and may occasionally be needed to support Village operations or special projects. The candidate must possess and maintain a valid Wisconsin driver’s license. This position is subject to comprehensive background check and pre-employment screenings, including drug testing. All employees must undergo a 1 year probationary period upon hire. The most qualified applicants will be invited to appear before an interview panel, and finalists will be selected by Village Committee. Any selected finalist(s) will be required to participate in a comprehensive pre-employment assessment, drug screening, background investigation, and a medical examination before formal appointment by the Administrator and confirmation by the Village Board.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Knowledge of municipal government operations, including court administration, permit processing, elections, and records management practices.
• Knowledge of financial principles related to billing, payments, and basic budgets.
• Knowledge of effective communication techniques tailored for diverse audiences.
• Skills in organization, time management, and multitasking.
• Skills in written and verbal communication, with a focus on messaging and accuracy.
• Skills in using office software and systems to support operational needs.
• Ability to deliver exceptional customer service and foster positive relationships.
• Ability to maintain confidentiality, manage sensitive information, and ensure compliance with legal and organizational practices.
• Ability to adapt, solve problems effectively, and work collaboratively.

EDUCATION AND EXPERIENCE:

• A high school diploma or equivalent is required.
• An associate’s degree or coursework in a related field is preferred.
• Candidates should have at least two years of administrative or customer service experience, with preference given to those with municipal government or court operations experience.

To view the job description, please visit the employment page of the Village of Maple Bluff website at https://villageofmaplebluff.com/employment/, and direct any questions to us by email at info@villageofmaplebluff.com.

To Apply: Submit a completed application, resume, and cover letter to tnystrom@villageofmaplebluff.com.

Applications and resumes will be accepted through September 3, 2025.