Administrative Specialist - Clerks

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.

• 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.