Overview
Executive Assistant Jobs in United States at Home Care Solutions
**Please note that all applications must be submitted through https://www.governmentjobs.com/careers/newberlinwi? to be considered for employment with the City of New Berlin. Applications submitted through Indeed do not transfer to our website. Visit www.newberlin.org and click the “Jobs” circle to learn more.
General Overview of the Position
Under the direction of the City Clerk, this position provides high-level professional administrative support to the Office of the City Clerk. Responsibilities include a wide range of complex duties such as election administration support, records management, legal publications processing, and issuance of licenses and permits, 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.
Examples of Essential Duties
Assists with marketing initiatives and develops social media content to inform the public about elections, polling place changes, and licensing updates.
Delivers exceptional, high-level customer service by professionally responding to phone inquiries and providing in-person assistance for a wide range of over-the-counter services.
Receives and sorts incoming mail for City Hall and prepares and processes all outgoing mail to ensure timely and accurate delivery.
Coordinates the ordering and inventory of general office supplies to ensure adequate stock and efficient operations.
Processes departmental purchase orders and invoices using the City’s financial management system (Munis).
Provides high-level administrative support for election administration in compliance with state statutes and Wisconsin Elections Commission guidelines. Responsibilities include processing voter registrations and absentee ballot requests, preparing and mailing absentee ballots, updating voter records and histories in WisVote, and completing voter match reviews.
Prepares and posts agendas and minutes for various committees, commissions, and board meetings in accordance with State Statutes; attendance at meetings may be required. Also prepares and publishes condensed minutes for Common Council meetings.
Assists with record management within the Office of the City Clerk.
Serves as liaison between the Office of the City Clerk and license applicants by assisting with licensing and permit operations including compliance with all State and local reporting regulations.
Prepares and publishes legal notices in the City’s Official Newspaper in accordance with statutory and local requirements.
Conducts background checks while ensuring strict confidentiality of sensitive information.
Maintains ongoing knowledge and training in the State of Wisconsin Voter Registration System (WisVote), licensing software, liquor licensing laws, election equipment, and election procedures to remain current with all applicable State mandates and regulations.
Oversees scanning operations for the Office of the City Clerk, ensuring accurate digital archiving of records such as ordinances, resolutions, meeting minutes, agendas, certificates of insurance, and various other official documents.
Provides notary service to staff and New Berlin citizens.
Maintains and updates the Office of the City Clerk’s 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 both verbally and in writing in a 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 handle sensitive and/or confidential matters.
Minimum typing speed of 50 wpm with accuracy
Knowledge of, or ability to learn, liquor license ordinances, rules, and regulations
Licensed or willing to obtain license as Notary Public
Knowledge of, or ability to learn WisVote Database for Elections
Knowledge of. Or ability to learn, License Manager program for the issuance of license and permits preferred
Minimum Qualifications
Requires a minimum of two years’ experience in government office environment, an Associate’s Degree in Public or Business Administration, or similar field; or an equivalent combination of experience and training.
Job Type: Full-time
Pay: $23.92 – $30.32 per hour
Benefits:
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
People with a criminal record are encouraged to apply
Work Location: In person
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Title: Executive Assistant
Company: Home Care Solutions
Location: United States
