Administrative Specialist

Under the direction of the Director/Deputy Director, this position provides high-level professional administrative support to the Department of Community Development. Provide excellent customer service through professional, effective, and efficient administrative, reception, clerical services, recordkeeping, preparation of boards and commissions meeting agendas, meeting minutes, attendance at DCD supported board and commission meetings and support activities and support activities. This position will require attendance at city board and commission day and night meetings.

Must be dependable and self-motivated individual who demonstrates initiative, takes ownership of assigned responsibilities, and works effectively both independently and as part of a team.

Responsibilities include a wide range of complex duties such as scheduling inspections, coordination with city inspectors and any contracted inspection services (such as those currently under contract with SAFEbuilt), open records request support, records management, 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.

• Will serve as the primary receptionist for the department, serving as the first point-of-contact, directing residents to appropriate divisions and/or resources, appropriately routing calls, checking voicemail and directing the inquiry to the appropriate staff person, sorting and distributing mail, and ordering/stocking general office supplies.
• Under the direction of the Director/Deputy Director of the Department of Community Development will provide across the board office support for all DCD divisions.

• Help to ensure appropriate and orderly flow of department inquiries and communications between staff and the public.

• Assist with data entry, accepting permits, scanning permit applications, plans and other associated materials (including large format plans) into the City’s Content Management System, Permitting Software and/or other computer programs.

• Coordinates and processes public records requests assigned to DCD by the City Clerk’s Office, including identifying, and gathering responsive records, coordinating with departmental staff and/or City Attorney, tracking requests, and ensuring timely and accurate responses.
• Assists with social media content as requested by DCD staff.

• Receives and sorts incoming mail for DCD and prepares and processes all outgoing mail to ensure timely and accurate delivery.
• Processes departmental purchase orders and invoices using the City’s financial management system (Munis) as requested by DCD staff.
• Coordinates with the Clerk’s office to prepares and posts agendas and minutes for various committees, commissions, and board meetings in accordance with State Statutes; attendance at meetings as required.
• Oversees scanning operations for DCD, ensuring accurate digital archiving of records such as building, planning & engineering documents & plans, ordinances, resolutions, meeting minutes, agendas, , and various other official documents.

• Researches and prepares reports, forms, lists, and manuals as required to satisfy department needs, as requested.

• Provides notary service to staff and New Berlin citizens.
• Maintains and updates the DCD website, including creating new pages and ensuring content is accurate, timely, and informative for the public.
• All other duties as assigned.

• Excellent organizational, coordination, and tracking skills.
• Ability to communicate effectively with the public and other City personnel both verbally and in writing in a pleasant and professional manner.
• Ability to work with customers and other…