Administrative Specialist - Clerks

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 Wis Vote, 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 (Wis Vote), 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.
• Proficie…