Administrative Specialist - Clerks

City of New Berlin; New Berlin (WI); On-site; USD 44,000 - 60,000; Full time

Job summary

City of New Berlin invites applications for an experienced administrative professional to support the Office of the City Clerk. The role handles election administration, records management, licensing, and permits in compliance with state statutes and city policies.

You will deliver exceptional customer service to the public and staff, coordinate procurement, and support agenda/minute preparation for boards and the Common Council.

Qualifications

• Minimum two years in a government office environment.
• Associate’s Degree or equivalent combination of experience and training.
• Strong organizational, communication, and customer service skills.
• Proficiency in Microsoft Office and ability to learn new software.

Responsibilities

• Provide high-level administrative support to the Office of the City Clerk.
• Support election administration, including voter registrations and absentee ballots.
• Prepare agendas and minutes for committees and council meetings.
• Process licenses and permits and maintain records.
• Manage mail, purchasing, and office supplies.
• Maintain WisVote records and provide notary services when needed.

Skills

Administrative support

Customer service

Communication

Typing 50 wpm

Notary

Microsoft Office

WisVote knowledge

Education

Associate's Degree in Public or Business Administration

Tools

Munis

Microsoft Office

License Manager (optional)

Job description

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.

• 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.
• Assists with record management within the Office of the City Clerk.
• Serves as liaison between the Office of the City Clerk and license applicants by assisting with licensing and permit operations including compliance with all State and local reporting regulations.
• Prepares and publishes legal notices in the City’s Official Newspaper in accordance with statutory and local requirements.
• Conducts background checks while ensuring strict confidentiality of sensitive information.
• Maintains ongoing knowledge and training in the State of Wisconsin Voter Registration System (WisVote), licensing software, liquor licensing laws, election equipment, and election procedures to remain current with all applicable State mandates and regulations.
• Oversees scanning operations for the Office of the City Clerk, ensuring accurate digital archiving of records such as ordinances, resolutions, meeting minutes, agendas, certificates of insurance, and various other official documents.
• Provides notary service to staff and New Berlin citizens.
• Maintains and updates the Office of the City Clerk’s website, including creating new pages and ensuring content is accurate, timely, and informative for the public.
• All other duties as assigned.

Requires a minimum of two years’ experience in government office environment, an Associate’s Degree in Public or Business Administration, or similar field; or an equivalent combination of experience and training.

The following knowledge, abilities, and skills are necessary:

• Excellent organizational, coordination, and tracking skills.
• Ability to communicate both verbally and in writing in a professional manner.
• Ability to work with customers and other employees under pressure and deadlines while maintaining a positive attitude.
• Must possess strong technical skills and the ability to learn and understand computer software.
• Understanding of modern office methods, procedures, and equipment.
• Proficient in the use of Microsoft Office (Word, Excel, Outlook, etc.)
• Must be able to multitask and adapt in a fast-paced environment, managing competing priorities while maintaining accuracy and professionalism.
• Ability to present a positive image of the department and the City.
• Ability to self-motivate and work independently.
• Ability to handle sensitive and/or confidential matters.
• Minimum typing speed of 50 wpm with accuracy
• Knowledge of, or ability to learn, liquor license ordinances, rules, and regulations
• Licensed or willing to obtain license as Notary Public
• Knowledge of, or ability to learn, WisVote Database for Elections
• Knowledge of. Or ability to learn, License Manager program for the issuance of license and permits preferred

PHYSICAL REQUIREMENTS

• Tasks involve extended period of sedentary work.
• Times where exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Task involves extended period of time at a keyboard.

ENVIRONMENTAL REQUIREMENTS

None. This position is not substantially exposed to adverse environmental conditions.

SENSORY REQUIREMENTS

• The task requires close visual acuity to perform various activities.
• The task requires oral communications ability.
• The task requires sound perception.

This description has been prepared to assist in evaluating various classes of responsibilities, skills, and working conditions. It indicates the kinds of tasks and levels of work difficulty required of positions given this classification. It is not intended as a complete list of specific duties and responsibilities. Nor is it intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under supervision. Nothing contained herein is intended or shall be construed to create or constitute a contract of employment between any employee and group of employees and the City. The City retains and reserves any and all rights to change, modify, amend, add to or delete from any section of this document as it deems, in its judgement, to be proper.

NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY

The City of New Berlin does not discriminate on the basis of the protected classes of age, race, color, creed, religion, disability, handicap, marital or parental status, sex, sexual orientation, gender identity national original, ancestry, citizenship, political affiliation, arrest or conviction record not substantially related to a person’s job, pregnancy, membership in the military, or use or nonuse of lawful products off City property during non-work hours or any other reason prohibited by state or federal laws.