Office Assistant - City of New Berlin, WI : Job Details

Salary: $22.12 - $28.03 Hourly Location : New Berlin City Hall, WI Job Type: Part-time Job Number: 202500059 Department: Department of Community Development Division: Community Development Opening Date: 09/30/2025 Closing Date: 10/14/2025 4:30 PM Central General Overview of the Position 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. Examples of Essential Duties

• Will serve as the primary receptionist for the department, serving as the first point-of-contact, directing residents to appropriate departments 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.
• 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 with DCD, Recreation & the Clerk's Staff to create meeting agendas and prepares meeting minutes. This position will require attendance at city board and commission night meetings.
• In absence of Inspectors, schedules various inspections and appointments on behalf of staff.
• Maintains and files department records.
• Helps to ensure appropriate and orderly flow of department inquiries and communications between staff and the public.
• Researches and prepares reports, forms, lists, and manuals as required to satisfy department needs, as requested.
• Aids in maintenance department/divisional web page(s) and social media sites and handouts. Support City PIO team with timely social postings as needed. Ability to use Canva to create social media posts is desired.
• Types correspondences, reports, and documents prepared by the DCD.
• Prepare and distribute mailings as assigned.
• All other duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES

• Proficient in the use of Microsoft Office Products including Word, Excel, Publisher & Power Point.
• 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 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.

Minimum Qualifications

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

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.

Position Specific Information

• Task involves sedentary work. 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, including the human body. Sedentary work involves sitting most of the time.
• Task involves extended period of time at the 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 and discrimination

PART-TIME EMPLOYEE BENEFITS 2025 **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 without meeting qualifying event deadlines and necessary eligibility. SICK LEAVE Leave is accumulated on a pro-rated basis to be equivalent to one (1) day per month based upon a full-time schedule. Hours are accumulated year to year with a pro-rated percent paid out upon retirement. Employees who are in their first 60 calendar days of employment are not permitted to utilize any leave, but upon completion of 60 days shall be credited with leave allowance from the date of hire. WISCONSIN RETIREMENT Employees of the City of New Berlin who work an average of 24+ hours a week are automatically enrolled in the Wisconsin Retirement System. The City and the Employee contributes to the pension. For further information see DEFERRED COMPENSATION (Section 457 Plan) The City of New Berlin offers deferred compensation plans to allow employees to supplement their retirement income. Any amounts contributed are paid for fully by employee on a pre-tax or post-tax basis. The City offers two choices with VOYA or Wisconsin Deferred Compensation. For further information, consult with the Human Resources Department. WORKER'S COMPENSATION Employees will receive worker's compensation benefits based on state laws. DIRECT DEPOSIT All employees are required to have their full payroll checks direct deposited in a bank or credit union of their choice. HOLIDAYS Part-time employees shall receive payment for the following holidays which would otherwise be a workday under their regular schedule in the amount they would have received for working had the holiday not occurred: New Year's Day Thanksgiving Day Good Friday Day after Thanksgiving Memorial Day Christmas Eve Independence Day Christmas Day Labor Day New Year's Eve VACATION Part-time employees amount of vacation is based on the prorated amount of hours they are scheduled to work. For example, if a part time employee is scheduled for 20 hours a week. Then for the prorated amount it would be 20 hours divided by 40 hours x the vacation amount of hours for years of service. For example for 1 year it would be 20/40 x 96 hours (12 days) = 48 hours 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 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. EAP (EMPLOYEE ASSISTANCE PROGRAM) The Aurora EAP is available to employees and family members residing in the household.