Administrative Specialist - Clerks

City of New Berlin Department of Community Development; New Berlin (WI); On-site; USD 45,000 - 70,000; Full time

Job summary

The City of New Berlin, Wisconsin, seeks a professional administrative specialist to support the Office of the City Clerk. Responsibilities include election administration, records management, legal publications processing, and issuance of licenses and permits, all per state statutes and city policies.

The role emphasizes delivering exceptional customer service to the public, elected officials, and City staff, with duties spanning agenda/minute preparation, mail handling, and purchasing using

Responsibilities

• Assists with election administration support, records management, and processing licenses and permits.
• Delivers high-level customer service by responding to in-person and phone inquiries.
• Receives and sorts incoming mail and prepares outgoing mail for delivery.
• Coordinates ordering and inventory of general office supplies.
• Processes departmental purchase orders and invoices using the Munis system.
• Supports election administration in Wisconsin, including voter registrations, absentee ballots, WisVote updates, and voter history reviews.
• Prepares and posts agendas/minutes for committees and boards; condenses minutes for Common Council meetings.

Job description

Position Summary

Under the direction of the City Clerk, this position provides high-level professional administrative support to the Office of the City Clerk. Responsibilities include a wide range of complex duties such as election administration support, records management, legal publications processing, and issuance of licenses and permits, all performed in compliance with state statutes, local ordinances and city policies. This role requires a strong commitment to delivering exceptional customer service to the public, elected officials, and City staff.

Essential Duties

• Assists with marketing initiatives and develops social media content to inform the public about elections, polling place changes, and licensing updates.
• Delivers exceptional, high-level customer service by professionally responding to phone inquiries and providing in-person assistance for a wide range of over-the-counter services.
• Receives and sorts incoming mail for City Hall and prepares and processes all outgoing mail to ensure timely and accurate delivery.
• Coordinates the ordering and inventory of general office supplies to ensure adequate stock and efficient operations.
• Processes departmental purchase orders and invoices using the City’s financial management system (Munis).
• Provides high-level administrative support for election administration in compliance with state statutes and Wisconsin Elections Commission guidelines. Responsibilities include processing voter registrations and absentee ballot requests, preparing and mailing absentee ballots, updating voter records and histories in WisVote, and completing voter match reviews.
• Prepares and posts agendas and minutes for various committees, commissions, and board meetings in accordance with State Statutes; attendance at meetings may be required. Also prepares and publishes condensed minutes for Common Council meetings.