Administrative Support Specialist - Attorney and HR - Part Time

Administrative Support Specialist

The City of Wauwatosa is hiring a part-time Administrative Support Specialist! This role performs a range of clerical and high-level administrative functions for the City Attorney's Office and Human Resources Department. This position also provides front-line clerical and customer service support at the City Hall Welcome Desk on a regular basis (estimated twice per month). This role is budgeted for 26 hours per week.

The starting pay for this position is $26.24 - $29.16 per hour, depending on experience and qualifications. Further increases to the top of the pay range, which is $33.54 for 2025, will be based on the employee's performance post-hire. This is complemented by an excellent benefits package, a robust wellness program, an on-site fitness center, generous paid holidays and vacation time, 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.

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.

• Provides comprehensive and knowledgeable information regarding city programs, requirements, and guidelines to both internal and external customers.
• Reviews contracts for correct format, aids with formats and drafting new contracts, and records contracts.
• Prepares and files final legal papers and correspondence of legal nature such as briefs, summonses, complaints, motions, subpoenas, contracts, resolutions, ordinances and other legal papers from draft or dictated text under the guidance of the attorneys.
• Participate in liability claim reviews and perform litigation support functions for in-house attorneys as well as outside counsel and insurance providers, including coordination of billing and fee payments.
• Creates meeting item agendas.
• Drafts resolutions and ordinance changes for Common Council meetings.
• Reviews, verifies and interprets information in records, applications, reports and other documents.
• Coordinates the collection of delinquent accounts payable on behalf of the City and processes activity related to bankruptcy court filings.
• Resolves inquiries received over the phone, at the counter, in the mail or via e-mail.
• Updates and maintains databases, files, software and other records; prepares various reports.
• Implements process improvements in clerical functions.
• Designs and develops communications, including letters, notices, flyers and reports.
• Performs diverse range of clerical functions to support city operations including typing, filing, answering phones, managing calendars, relaying messages, maintaining and troubleshooting office equipment; coordinating meetings and preparing materials for meetings and trainings.
• Works with other city departments in gathering signatures and recording legal documents.
• Assists Human Resources Department in hiring processes for various city departments.
• Assists Human Resources Department in confidential personnel filing support, other administrative tasks, and special projects as assigned.
• Coordinates responses to public records requests from various city departments (Human Resources department included), including document location and review and drafting of related correspondence. Tracks the status of all requests City-wide.
• Tracks union comparable pay data (an ongoing project that requires this person to be detail oriented and have self-initiation and follow through).

Minimum Requirements

Education and Experience Requirements :

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential :

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

The Administrative Support Specialist reports primarily to the City Attorney, as well as the Human Resources Director.

Physical Requirements

While performing the duties of this job, the employee is frequently required to sit, twist and reach. The employee is frequently required to use hands to finger, handle, or feel. The employee is also regularly required to talk and hear, in person, in meetings and by telephone. They will need to interact with city management, employees, other governmental officials, contractors, vendors, employees and the public; read and interpret data, information and documents; analyze and solve problems. The employee is occasionally required to stand; walk and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. The employee must be able to safely lift and carry up to 10 pounds occasionally.

Work Environment

The noise level in the work environment is usually quiet. An employee in this class generally works in a standard office environment with exposure to individuals who may be agitated, angry or highly emotional.