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.

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

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.

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.