City of New Berlin is hiring: Office Assistant in New Berlin

Provides excellent customer service through professional, effective, and efficient administrative, reception, and clerical services, recordkeeping, preparation of boards and commissions meeting agendas, meeting minutes, attendance at DCD & Recreation supported board and commission meetings and support activities. Serves the public and the Department of Community Development. This position will require attendance at city board and commission day and night meetings.

The primary responsibilities of this role include:

• Serving as the primary receptionist for the department, directing residents to appropriate departments and/or resources, routing calls, checking voicemail, and directing inquiries to the appropriate staff person.
• Providing across the board office support for all DCD divisions under the direction of the Director/Deputy Director of the Department of Community Development.
• Assisting with data entry, accepting permits, scanning permit applications, plans, and other associated materials into the City’s Content Management System, Permitting Software, and/or other computer programs.
• Coordinating with DCD, Recreation, and the Clerk’s Staff to create meeting agendas and preparing meeting minutes, which will require attendance at city board and commission night meetings.
• In the absence of Inspectors, scheduling various inspections and appointments on behalf of staff.
• Maintaining and filing department records.
• Helping to ensure the appropriate and orderly flow of department inquiries and communications between staff and the public.
• Researching and preparing reports, forms, lists, and manuals as required to satisfy department needs.
• Aiding in the maintenance of department/divisional web pages and social media sites, supporting the City PIO team with timely social postings as needed, and utilizing Canva to create social media posts.
• Typing correspondences, reports, and documents prepared by the DCD.
• Preparing and distributing mailings as assigned.
• Performing all other duties as assigned.

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office Products, including Word, Excel, Publisher, and PowerPoint.
• Strong knowledge of computer programs and/or the ability to learn programs such as Munis.
• Ability to accurately perform a wide variety of office duties under deadline and meet deadlines.
• Ability to communicate effectively with the public and other City personnel both verbally and in writing in a pleasant and professional manner.
• Ability to serve as confidential administrative support to the Director and other department members.
• Excellent organizational, coordination, and tracking skills.
• Ability to self-motivate, multi-task, and work independently.
• Understanding of modern office methods, procedures, and equipment.
• Ability to present a positive image of the department and the City.

Requirements:

• High school diploma with specific vocational course work in clerical and word processing practices.

Preferred Qualifications:

• An Associate’s Degree in Administrative Assistance/Secretarial Science, Business Administration, or a related field.
• A minimum of two years’ experience in a Community Development Department or front office environment for a government agency.