Glendale WI
Salary:
$20.67 - $27.91 Hourly Location :
Glendale, WI Job Type:
Full-Time Job Number:
6009 Department:
Administration Opening Date:
09/17/2025
Career Description
The City of Glendale, WI is seeking a qualified, responsible, and organized individual to fill the position of Administrative Assistant.
Job Summary The purpose of the Administrative Assistant is to provide primary clerical and office support for all General Government departments including Administration, Clerk, Community Development/Planning, Finance, Inspections, Public Works, and Parks. The position is responsible for assisting in customer service and general office tasks. Direct customer interaction can be anticipated. This is an hourly position and reports directly to the Deputy City Administrator. Duties/Responsiblities Duties & Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required as assigned.
Tasks include but not limited to answering incoming phone calls, emails, and in-person communication, provide accurate information to the public. Schedule appointments, reservations, for meetings rooms and rentals at the Richard E. Maslowski Community Park. General administrative assistance to the following Governmental employees, City Administrator, Deputy City Administrator, Building Inspectors, Clerk, Community Development Director, Finance Manager, Public Works Director, and Parks Manager. Intake and entry of various permits and fees including building, HVAC, plumbing, electrical, plan reviews, fences, signs, right of way, and similar permits. Work directly with Inspectors to ensure inspections and permits are processed in a timely and efficient manner. Management of Escrows and assist the City Finance department with escrow accounting and documentation. Assist with Erosion Control billing. Assist with items, such as mailings, tax payments, and water utility payments when required. Sort and distribute incoming mail. Maintain various City departmental forms, applications, and processes. Update and maintain the City's website, social media accounts, and You Tube channel. Order office supplies. Elections assistance including but not limited to voter registration, absentee voting at the counter, mailing of absentee ballots, and onsite assistance at voting location. Data entry for various departmental invoices into accounts payable. Creation and preparation of the City-wide distributed newsletter. Assist in coordinating applications, agendas, posting minutes, etc. of various City Boards, Committees and Commissions. Assists in the preparation of reports, applications, and correspondence to various State, Federal, and County agencies. Preparation of various annual, monthly, and weekly departmental reports including those for presentation to Council. Performs a variety of clerical functions as needed to accomplish work routines, including filing, photocopying, scanning and faxing documents. Various special projects as assigned. Perform general office duties as assigned. Required full-time attendance at this position is required. Other
Required Qualification, Knowledge, and Abilities
The applicant must possess the following:
High school graduate or GED One to two years of administrative office experience, preferably in municipal government; or a joint goal of both learning about municipal government operations and offering skills and talents to the community. Working knowledge of telephone operation, word processing, spreadsheets, and databases, preferably Microsoft Office Suite. Experience and knowledge of Point-of-Sale software and cash handling procedures. Knowledge of election procedures or willingness to learn. Ability to communicate effectively with elected officials, staff, and the general public in written and verbal form. Ability to perform and interpret standard mathematical calculations, classify, compute, tabulate and categorize data. Ability to define and resolve problems, to think quickly, maintain self-control and adapt to stressful situations. Ability to establish priorities and work on multiple tasks with frequent interruptions. Ability to distinguish appropriate material for confidentiality and maintain same as confidential. Possess excellent organizational traits. Valid Wisconsin Driver's license. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms. Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration. Requires the ability to operate, maneuver and or provide simple but continuous adjustment on equipment, machinery and tools such as computer and other office machines, and or materials used in performing essential functions. Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as typing and to operate various pieces of office equipment. Ability to recognize and identify degrees of similarities and differences between characteristics of colors, shapes and textures associated with job-related objects, materials and tasks. The employee must exert light physical effort in sedentary to light work, occasionally involving lifting, carrying, pushing, pulling, crouching, crawling, kneeling, stooping and or moving up to 40 pounds. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is moderately quiet. Work is typically performed in an office. Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation may cause discomfort and poses limited risk of injury.
Additional Information
SELECTION GUIDELINES Formal application (including resume and cover letter), rating of education and experience; oral interview and reference check; job related tests may be required. A police background check will be required.
Nothing in this job description reflects management's right to assign or reassign duties and responsibilities to this job at anytime. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Paid Time Off (PTO)
- Regular full-time employees shall accrue PTO on a semi-monthly basis. PTO increases with years of service in accordance to the PTO schedule and is allocated accordingly on a semi-monthly basis. Holiday
- 10 paid holidays and 1 paid floating holiday Wisconsin
Retirement
All employees who work more than 1,200 hours a year are automatically enrolled in Wisconsin Retirement. The employee is responsible for 50% of the contribution. In 2025, 6.95% of the employee's salary is the contribution rate. This is deducted from each paycheck. Life Insurance
New employees, not previously in WRS, are eligible for enrollment. The City pays for the basic plan. Health Insurance
The City pays 88% of the lowest cost plan available under State Health Plan in the City's service area (Milwaukee County). No co-pay, No Deductible plan. Dental Insurance
The employee may participate in dental insurance at their expense. Two programs are offered. Retirees are eligible to continue their participation in the City's dental insurance program. Deferred Compensation (457D)
The City offers three different plans for contributing to Deferred Compensation.
ICMA
North Shore Wisconsin Deferred Compensation Contributions are 100% paid by the employee 01
Please identify the answer which best describes your level of education
High school degree or equivalent. One year post high school education. Associate's degree. Three years post high school education. Bachelor's Degree. Advanced Degree (Master's, Law or Ph.D.).
02
Do you currently posses a Wisconsin Drivers License?
Yes No
03
Please identify the answer which best describes your level of Microsoft Excel knowledge
Beginner Intermediate Advanced
04
Please identify the answer which best describes your level of Microsoft Word knowledge)
Beginner Intermediate Advanced
Required Question
$20.67 - $27.91 Hourly Location :
Glendale, WI Job Type:
Full-Time Job Number:
6009 Department:
Administration Opening Date:
09/17/2025
Career Description
The City of Glendale, WI is seeking a qualified, responsible, and organized individual to fill the position of Administrative Assistant.
Job Summary The purpose of the Administrative Assistant is to provide primary clerical and office support for all General Government departments including Administration, Clerk, Community Development/Planning, Finance, Inspections, Public Works, and Parks. The position is responsible for assisting in customer service and general office tasks. Direct customer interaction can be anticipated. This is an hourly position and reports directly to the Deputy City Administrator. Duties/Responsiblities Duties & Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required as assigned.
Tasks include but not limited to answering incoming phone calls, emails, and in-person communication, provide accurate information to the public. Schedule appointments, reservations, for meetings rooms and rentals at the Richard E. Maslowski Community Park. General administrative assistance to the following Governmental employees, City Administrator, Deputy City Administrator, Building Inspectors, Clerk, Community Development Director, Finance Manager, Public Works Director, and Parks Manager. Intake and entry of various permits and fees including building, HVAC, plumbing, electrical, plan reviews, fences, signs, right of way, and similar permits. Work directly with Inspectors to ensure inspections and permits are processed in a timely and efficient manner. Management of Escrows and assist the City Finance department with escrow accounting and documentation. Assist with Erosion Control billing. Assist with items, such as mailings, tax payments, and water utility payments when required. Sort and distribute incoming mail. Maintain various City departmental forms, applications, and processes. Update and maintain the City's website, social media accounts, and You Tube channel. Order office supplies. Elections assistance including but not limited to voter registration, absentee voting at the counter, mailing of absentee ballots, and onsite assistance at voting location. Data entry for various departmental invoices into accounts payable. Creation and preparation of the City-wide distributed newsletter. Assist in coordinating applications, agendas, posting minutes, etc. of various City Boards, Committees and Commissions. Assists in the preparation of reports, applications, and correspondence to various State, Federal, and County agencies. Preparation of various annual, monthly, and weekly departmental reports including those for presentation to Council. Performs a variety of clerical functions as needed to accomplish work routines, including filing, photocopying, scanning and faxing documents. Various special projects as assigned. Perform general office duties as assigned. Required full-time attendance at this position is required. Other
Required Qualification, Knowledge, and Abilities
The applicant must possess the following:
High school graduate or GED One to two years of administrative office experience, preferably in municipal government; or a joint goal of both learning about municipal government operations and offering skills and talents to the community. Working knowledge of telephone operation, word processing, spreadsheets, and databases, preferably Microsoft Office Suite. Experience and knowledge of Point-of-Sale software and cash handling procedures. Knowledge of election procedures or willingness to learn. Ability to communicate effectively with elected officials, staff, and the general public in written and verbal form. Ability to perform and interpret standard mathematical calculations, classify, compute, tabulate and categorize data. Ability to define and resolve problems, to think quickly, maintain self-control and adapt to stressful situations. Ability to establish priorities and work on multiple tasks with frequent interruptions. Ability to distinguish appropriate material for confidentiality and maintain same as confidential. Possess excellent organizational traits. Valid Wisconsin Driver's license. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms. Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration. Requires the ability to operate, maneuver and or provide simple but continuous adjustment on equipment, machinery and tools such as computer and other office machines, and or materials used in performing essential functions. Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as typing and to operate various pieces of office equipment. Ability to recognize and identify degrees of similarities and differences between characteristics of colors, shapes and textures associated with job-related objects, materials and tasks. The employee must exert light physical effort in sedentary to light work, occasionally involving lifting, carrying, pushing, pulling, crouching, crawling, kneeling, stooping and or moving up to 40 pounds. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is moderately quiet. Work is typically performed in an office. Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation may cause discomfort and poses limited risk of injury.
Additional Information
SELECTION GUIDELINES Formal application (including resume and cover letter), rating of education and experience; oral interview and reference check; job related tests may be required. A police background check will be required.
Nothing in this job description reflects management's right to assign or reassign duties and responsibilities to this job at anytime. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Paid Time Off (PTO)
- Regular full-time employees shall accrue PTO on a semi-monthly basis. PTO increases with years of service in accordance to the PTO schedule and is allocated accordingly on a semi-monthly basis. Holiday
- 10 paid holidays and 1 paid floating holiday Wisconsin
Retirement
All employees who work more than 1,200 hours a year are automatically enrolled in Wisconsin Retirement. The employee is responsible for 50% of the contribution. In 2025, 6.95% of the employee's salary is the contribution rate. This is deducted from each paycheck. Life Insurance
New employees, not previously in WRS, are eligible for enrollment. The City pays for the basic plan. Health Insurance
The City pays 88% of the lowest cost plan available under State Health Plan in the City's service area (Milwaukee County). No co-pay, No Deductible plan. Dental Insurance
The employee may participate in dental insurance at their expense. Two programs are offered. Retirees are eligible to continue their participation in the City's dental insurance program. Deferred Compensation (457D)
The City offers three different plans for contributing to Deferred Compensation.
ICMA
North Shore Wisconsin Deferred Compensation Contributions are 100% paid by the employee 01
Please identify the answer which best describes your level of education
High school degree or equivalent. One year post high school education. Associate's degree. Three years post high school education. Bachelor's Degree. Advanced Degree (Master's, Law or Ph.D.).
02
Do you currently posses a Wisconsin Drivers License?
Yes No
03
Please identify the answer which best describes your level of Microsoft Excel knowledge
Beginner Intermediate Advanced
04
Please identify the answer which best describes your level of Microsoft Word knowledge)
Beginner Intermediate Advanced
Required Question