Administrative Specialist - Clerks

Administrative Specialist - Clerks

Salary

$24.40 - $30.93 Hourly

Location

New Berlin City Hall, WI

Job Type

Full-time

Job Number

202600037

Department

City Clerk Department

Division

CITY CLERK

Opening Date

09/10/2026

Closing Date

9/24/2026 4:30 PM Central

• Description
• Benefits

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.
• 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.

QUALIFICATIONS

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

SUPPLMENTAL INFORMATION

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.

FULL-TIME EMPLOYEE

BENEFITS 2026

Please note that these descriptions are general statements, and all benefits will be determined by the applicable plan documents in effect. Benefits are subject to change and may not be enrolled in without meeting qualifying event deadlines and necessary eligibility.

HEALTH INSURANCE

Employees have the option of enrolling in a High Deductible Health plan offered by the City with a $2,000 single deductible and a $4,000 family deductible. The effective date of coverage is the employees start date.

Employee Monthly CostSingle$141.08Family$366.78

HEALTH SAVINGS ACCOUNT

The citys health insurance is an HSA plan. The city contributes to the employees Health Savings Account with a total of $300/year for those on an individual plan and $600/year for those on a family plan.

HERO Program

The City offers a voluntary spousal health reimbursement program for employees who are currently enrolled in another group health plan.

DENTAL INSURANCE

Employees have the option of enrolling in Delta Dental with employee premiums paid entirely by the City. Employees can choose to purchase coverage for Spouse or Dependents at the listed rates. Dental coverage would be effective the 1st of the month following the date of hire.

Employee Monthly CostEmployee$0Employee + 1$37.84Family$100.32

VISION INSURANCE

Employees have the option of enrolling in Delta Vision/Eyemed Network with employee premiums paid entirely by the City. Employees can choose to purchase coverage for Spouse or Dependents at the listed rates. Vision coverage would be effective the 1st of the month following the date of hire.

Employee Monthly CostEmployee$0Employee + 1$4.80Family$10.54

LIMITED PURPOSE FLEXIBLE SPENDING ACCOUNTS

This plan allows you to make pre-tax payroll contributions to use for the reimbursement of qualified out-of-pocket dental and vision expenses. The 2026 contribution limit is $3,400. Coverage begins on the first of the month following the date of hire.

DEPENDENT CARE FLEXIBLE SPENDING ACCOUNTS

This plan allows you to make pre-taxed payroll contributions to use for reimbursement of your dependent care expenses. The IRS allows you to contribute up to $7,500 per year from your paycheck for child and/or elder care. Coverage begins on the first of the month following the date of hire.

LIFE INSURANCE

Life Insurance is provided to each City employee at no cost. Coverage is one times the annual salary rounded up to the next thousand with double indemnity for accidental death. Life insurance policies go into effect on the first of the month following the date of hire.

SUPPLEMENTAL LIFE INSURANCE

You may choose to elect dependent life insurance for your spouse and/or eligible dependents. Employees pay the full premium cost for dependent life insurance. Coverage will begin the first of the month following the date of hire.

VOLUNTARY WORKSITE BENEFITS

City of New Berlin offers supportive voluntary benefit options for Accident Insurance and Critical Illness Insurance. These benefits help pay for unexpected medical costs and other expenses. Each offering is ala carte so you can select the plan that is right for you and your family. Payroll deductions for the Voluntary Supportive benefits are only offered as after-tax deductions, so any benefits received under these plans are tax-free.

WISCONSIN RETIREMENT SYSTEM (WRS)

As a full-time employee, you will automatically be enrolled in the Wisconsin Retirement System. This pension is administered by the State of Wisconsin Department of Employee Trust Funds.

You will be required to pay the employee's share of contributions to the fund, while City of New Berlin contributes the employer's share. Employees are vested in their portion of contributions immediately and after five years of creditable service for the employer contribution.

DEFERRED COMPENSATION (Section 457 Plan)

The City of New Berlin offers access to a 457 Deferred Compensation program that allows you to save and invest for retirement through payroll deduction. This completely employee funded. Participation is voluntary and employees can enroll at any time. Employees may contribute on a pre-tax or Roth basis.

FREE RECPASS

City of New Berlin employees are able to receive a complimentary Gym and Track RecPASS! RecPASS is a membership that allows for unlimited visits to any drop-in programs at the New Berlin Activity and Recreation Center. Drop-in programs currently include the walking track, open gym, open pickleball, open volleyball and cardio & strength equipment.

ELECTRONIC DIRECT DEPOSIT

Employees will be required to have their paychecks electronically deposited into the financial institution and account of their choice. Participants will receive a statement of earnings each payday as opposed to a payroll check.

WORKERS COMPENSATION

As an employee of City of New Berlin, you are protected under the Worker's Compensation Act, which provides for hospital, medical, surgical care, and income loss payments for work-related injuries and illnesses.

JURY DUTY

In the event you are subpoenaed for jury duty you will be eligible for paid leave.

EMPLOYEE ASSISTANCE PROGRAM (EAP)

City of New Berlin offers access to a free confidential Employee Assistance Program for all employees and members of their household. The program provides a helping hand with such problems as stress, family & relationship concerns, alcohol or drug dependency, workplace conflicts, work life balance, depression and anxiety, parenting concerns, grief or loss, crisis situations, child or elder care resources, and convenience resources. Participants can receive up to six (6) visits in person or telephonically with an EAP Provider per clinical issue per 12 months at no cost.

HOLIDAYS

If a holiday falls on a Sunday, following Monday is observed as a day off. If a holiday falls on a Saturday, the preceding Friday is observed as a day off.

New Years DayThanksgiving DayGood FridayDay after ThanksgivingMemorial DayChristmas EveIndependence DayChristmas DayLabor DayNew Years Eve

VACATION

Regular Full-time eligible employees are allocated vacation "up-front" calculated on a fiscal year basis (January 1 - December 31). Employees will earn vacation on the first full month of employment and then on 1/1 of each year thereafter. Vacation will be prorated based on the first day of work for the first year. After one (1) year of employment12 daysAfter three (3) years of employment13 daysAfter five (5) years of employment15 daysAfter seven (7) years of employment17 daysAfter ten (10) years of employment20 daysAfter fourteen (14) years of employment23 daysAfter fifteen (15) years of employment24 daysAfter nineteen (19) years of employment27 daysAfter twenty (20) years of employment29 days

SICK TIME

An employee will earn 8 hours of sick time per month assuming they work the majority of the workdays in that month.

FLEX TIME

Individual departments may use a flex time work schedule subject to the conditions outlined in the FLSA policy.

COMP TIME

Comp time may be accrued per FLSA Policy.

BEREAVEMENT LEAVE

Employees may attend funerals with pay for the following:

Immediate family: Up to 5 days with pay (includes spouse, child, stepchild, parent, brother, sister, mother-in-law, father-in-law)

Close Family: Up to 3 days with pay (includes grandparent, grandchild, stepbrother/stepsister)

Relative: 1 day with pay (includes brother-in-law, sister-in-law, uncle/aunt)

Employer City of New Berlin

Address 3805 S. Casper Drive

New Berlin, Wisconsin, 53151

Phone 262-754-2454

262-754-1839

Website https://www.governmentjobs.com/careers/newberlinwi