Administrative Specialist

Administrative Specialist

Salary

$24.40 - $30.93 Hourly

Location

New Berlin City Hall, WI

Job Type

Full-time

Job Number

202600046

Department

Department of Community Development

Division

Community Development

Opening Date

11/11/2026

Closing Date

11/25/2026 4:30 PM Central

• Description
• Benefits

POSITION SUMMARY

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.

ESSENTIAL DUTIES

• 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.

KNOWLEDGE, SKILLS AND ABILITIES

• 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 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 serve as confidential administrative support to the Director and other department members.
• Licensed or willing to obtain license as Notary Public

QUALIFICATIONS

MINIMUM QUALIFICATIONS

• Requires a minimum of two years' experience in government office environment.
• Associate's Degree in Public or Business Administration, or similar field; or an equivalent combination of experience and training.
• A minimum of two years' experience in a Community Development Department or front office environment for a government agency, 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.

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