Administrative Support Specialist - Municipal Services

Position Overview The City of Wauwatosa is looking for an Administrative Support Specialist to join our Municipal Services team! This position provides administrative support for the Department of Municipal Services and the Office of the Mayor, as well as customer service support across the organization, including assisting other departments during periods of peak workload, staff transitions, or operational need. This position provides front-line clerical and customer service support at the City Hall Welcome Desk on a regular basis. The pay range for this position is $27.03 - $34.55 hourly, with the starting wage depending on experience and qualifications. This is complemented by an excellent benefits package, a robust wellness program, an on-site fitness center, a free workplace clinic, paid parental leave, generous paid holidays and vacation, a pension plan, volunteer time off, a flexible workplace environment, and the opportunity to work with dedicated professionals who have a passion for public service. (Click the Benefits tab to find out more!) Due to the high amount of interest received in administrative roles with the City, this position will remain open until we receive 100 qualified applicants or until June 2nd at 11:59PM, whichever comes first. Essential Functions The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned. Provides front-line customer service to both internal and external customers by answering questions, directing inquiries, researching issues, and providing information regarding City programs, services, procedures, and requirements. Performs a variety of clerical and administrative support functions, including typing, filing, answering phones, cash receipting, distributing mail, preparing correspondence, coordinating meetings, and preparing materials for meetings and trainings. Provides clerical and customer service support at the City Hall Welcome Desk and assists other City departments during staff vacancies, peak workload periods, and operational needs. Provides clerical support to various boards, committees, and commissions, including creating and posting meeting agendas; attending meetings and accurately recording actions taken; and posting minutes to the electronic meeting portal and/or city website. Manages membership for boards, committees, and commissions, including application processing, applicant communication, records and rosters management, and coordination with the Mayor. Provides administrative support to the Mayor, including managing phone calls, proclamations, appointments, meetings, and reimbursements. Provides logistical support, including travel, event, calendar, and meeting coordination. Assists with managing Mayoral correspondence and public appearances. Serves as a point of contact between the Mayor's Office and other City departments, officials, and the public. Supports the City Clerk in administering elections, including preparing election materials, supporting absentee voting activities, processing voter registrations, completing post-election reconciliations, and maintaining election records and the statewide voter system, WisVote. Provides licensing and permitting support to the City Clerk, including reviewing and processing applications, communicating with applicants, maintaining records, and providing general clerical assistance. Assists with maintaining and updating the City website, intranet, records, databases, and related administrative systems. Assists with identifying and implementing improvements to administrative, clerical, and customer service processes to support efficient and effective operations. Minimum Requirements Education and/or

Experience Requirements:

High School diploma or equivalent required. Associate's Degree in a related field or related coursework beyond high school preferred. Two years of related experience in an administrative or clerical role preferred.

Licenses, Certifications, and Other Requirements:

WisVote certification required after hire. Notary public distinction required after hire. Minimum Knowledge, Skills, and Abilities Qualifications In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential. Excellent customer service skills Commitment to professional development and willingness to learn. Strong attention to detail and eye for process improvement. Strong data entry skills and the ability to utilize web-based or other electronic applications and quickly learn how to use and support new software tools. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Ability to communicate effectively both in oral and written forms. Maintains a positive, empathetic, and professional attitude towards customers at all times. Ability to multi-task and problem solve. Must be flexible with work hours to meet the department's demands during periods of peak workload. Ability to work independently with little supervision, manage time and priorities, and multitask in an environment with frequent interruptions. Additional Information Physical Requirements While performing the duties of this job, the employee is frequently required to sit, twist and reach. The employee is frequently required to use hands to finger, handle, or feel. The employee is also regularly required to talk and hear, in person, in meetings and by telephone. They will need to interact with city management, employees, other governmental officials, contractors, vendors, employees and the public; read and interpret data, information and documents; analyze and solve problems. The employee is occasionally required to stand; walk and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. The employee must be able to safely lift and carry up to 10 pounds occasionally. Work Environment An employee who works in this position generally works in a standard office environment with exposure to individuals who may be agitated, angry, or highly emotional. Contact with staff members, other City employees, members of the public, and governmental agencies is required.