Administrative Assistant

Salary: $20.67 - $27.91 Hourly
Location : Glendale, WI
Job Type: Full-Time
Job Number: 6009
Department: Administration
Opening Date: 01/13/2026
Closing Date: 2/3/2026 9:30 AM Central

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…