Administrative Support Specialist

Position Overview

The City of Wauwatosa is hiring an Administrative Support Specialist to provide clerical support for the Wauwatosa City Clerk’s Office and Municipal Court. This full-time Administrative Support Specialist will be assigned to the City Clerk's Office for 0.5 of their time and assigned to the Municipal Court for the remaining 0.5. This position also 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 $26.24 - 33.54 per hour, with the starting salary 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 through the Wisconsin Retirement System, paid 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!)

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.

Clerk’s Office:

• Provides clerical support to various boards, committees and commissions, which includes creating agendas and informational packets; attending meetings and accurately recording action taken by the board/committee; posting completed agendas and minutes to electronic meeting portal and/or city website.
• Performs election-related work including preparing materials, absentee voting, voter registration, post-election reconciliations, records management and maintenance of the statewide voter system, WisVote.
• Acts as front-line customer service for residents and visitors of city hall; directs visitors to appropriate departments; performs research, pulls documents and follows up on issues as necessary.
• Performs miscellaneous clerical duties, including cash receipting, filing, answering telephones, distributing mail and handling routine correspondence.
• Assists in purchasing City Clerk’s office and election supplies.
• Provides clerical support during revaluation and maintenance years, including receiving and processing notice of intent/object forms and communicating with property owners.
• Provides licensing and permitting support to the City Clerk, including application review and processing, applicant communication, coordinating staff reviews, data collection and reporting, and general clerical assistance.
• Provides support to the City Clerk in maintaining the City’s online licensing program, including troubleshooting, testing, and identifying opportunities to enhance efficiency and customer experience.
• Assists with clerical functions in various City departments.

Municipal Court:

• Provides clerical support to the Court Administrator and Municipal Judge, which includes preparing docket for court and court files for all initial appearances, motion hearings, pretrial conferences and trials. This includes obtaining driving records, police reports, and other documents necessary for court.
• Attends court sessions as needed. Sets up the courtroom for court, including recording and video display equipment.
• Accurately enters and records judgments, court orders, and payment arrangements.
• Ensure timely and accurate submission of case dispositions and amended offenses to external agencies, including the Department of Transportation and Crime Information Bureau.
• Assists the public at the counter, by phone, by email and in writing regarding all court matters, including but not limited to: citations, dispositions, payments of fines, postponements, request for records, licensing status, IID installation/exemption.
• Assists in scheduling and notifying all parties of court proceedings.
• Collects and records payments. Assists in reconciling monies, and preparing daily and monthly financial reports as needed.
• Reviews defendants’ compliance with court orders as needed.
• Maintains confidentiality of court files and internal court operations that are not subject to the public.

The Administrative Support Specialist also provides front-line clerical and customer service support at the City Hall Welcome Desk on a regular basis.

Minimum Requirements

Education and Experience Requirements:

• High School diploma or equivalent required.
• Associate’s Degree in a related field or related coursework beyond high school on criminal justice and/or the judicial system preferred.
• Two years of related experience in an administrative or clerical role preferred.
• Paralegal certificate preferred.
• Judicial Education Certification Program 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.

• Maintains a familiarity with relevant State Statues and local laws.
• 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 work within multiple software systems related to elections, licensing, legislative management, and the municipal court.
• 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 for elections,  evening meetings, and municipal court sessions.
• Ability to work independently with little supervision, manage time and priorities, and multitask in an environment with frequent interruptions.

In evaluating candidates for this position, The City of Wauwatosa may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.  

Additional Information

This position reports to the Director of Municipal Services, and will also receive direction from the Municipal Judge and the Court Administrator.