Job Description

Administrative Support For Recreation Department Provides professional, effective, and efficient administrative, reception, and clerical support for the Recreation Department. Provides administrative support for department operations, including facility rentals, special events, marketing and communications, and other department activities. Serves as a point of contact for the ARC reception area, providing scheduled front desk coverage and assisting the public with registrations, payments, facility information, and general inquiries. This is an hourly position, not-to-exceed 40 hours per week. The regular work schedule for this position is Tuesday through Friday, 10:00 a.m. to 6:30 p.m. and Saturday, 8:00 a.m. to 4:00 p.m. Essential Duties Provides administrative and clerical support for Recreation Department staff, including data entry, class and program registrations, intake of payments, permits, memberships, recordkeeping, correspondence, scheduling, and other office functions. Performs cash-handling responsibilities, including receiving and processing payments, counting and balancing cash, maintaining cash banks, completing daily cash reconciliation, preparing cash drawers, and preparing deposits and related documentation in accordance with established City cash-handling procedures. Provides administrative support for facility rentals and events, including processing facility rental permits, confirming appropriate spaces, finalizing payments, ensuring required documentation is complete, following up on certificates of insurance and other required materials, and assisting with rental setup and take down, including arranging tables, chairs, and other equipment as needed. Assists with the planning and support of Recreation Department special events, including communicating with vendors, community groups, entertainment providers, and other event participants; preparing and maintaining required licenses and paperwork; and assisting with event preparation and day-of logistics. Assists with food and beverage operations, including maintaining inventory, monitoring supply levels, preparing or placing orders for food, beverages, and related supplies, and restocking supplies for department facilities and events. Assists with the Recreation Department's marketing and communications efforts, including maintaining webpage content, assisting with social media content and posting, preparing promotional materials and handouts, and capturing photos and other content from programs and events for use in department communications. Provides scheduled reception coverage at the ARC, serving as a point of contact for residents, program participants, visitors, and community members; answers and routes calls, checks voicemail, directs inquiries to appropriate staff, and provides information regarding department programs, services, and facilities. Researches and prepares reports, forms, lists, spreadsheets, manuals, correspondence, and other documents as required to satisfy department needs. Maintains and files department records and assists with scanning, organizing, and maintaining electronic and physical files. Receives, sorts, and distributes mail; prepares and distributes mailings; and assists with ordering and stocking general office supplies. Provides administrative support for monthly Recreation Commission and Fourth of July Commission meetings, including preparing agendas and meeting materials, preparing meeting minutes, and sending calendar invitations and meeting communications to commissioners. Performs other duties as assigned. Qualifications Knowledge, Skills and Abilities: Proficient in the use of Microsoft Office products including Word, Excel, Publisher, and PowerPoint. Strong knowledge of computer programs and/or the ability to learn programs such as, but not limited to, Munis, ActiveNet, Wix, and Square. Ability to accurately perform a wide variety of office duties 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 all Recreation staff. Excellent organizational, planning, and tracking skills. Ability to manage multiple projects, deadlines, and priorities. Ability to self-motivate 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 coursework in clerical and word processing. Preferred Qualifications: An Associate's Degree in Administrative Assistance/Secretarial Science, Business Administration, or a related field. A minimum of two (2) years' experience in a recreation, administrative, customer service, or front office environment, preferably for a government agency. Experience with facility rentals and events. Benefits Full-time employee benefits 2026: Health Insurance: Employees have the option of enrolling in a High Deductible Health plan offered by the City with a $2,000 single deductible and a $4,000 family deductible. The effective date of coverage is the employee's start date. Health Savings Account: The city's health insurance is an HSA plan. The city contributes to the employee's Health Savings Account with a total of $300/year for those on an individual plan and $600/year for those on a family plan. HERO Program: The City offers a voluntary spousal health reimbursement program for employees who are currently enrolled in another group health plan. Dental Insurance: Employees have the option of enrolling in Delta Dental with employee premiums paid entirely by the City. Employees can choose to purchase coverage for Spouse or Dependents at the listed rates. Dental coverage would be effective the 1st of the month following the date of hire. Vision Insurance: Employees have the option of enrolling in Delta Vision/Eyemed Network with employee premiums paid entirely by the City. Employees can choose to purchase coverage for Spouse or Dependents at the listed rates. Vision coverage would be effective the 1st of the month following the date of hire. Limited Purpose Flexible Spending Accounts: This plan allows you to make pre-tax payroll contributions to use for the reimbursement of qualified out-of-pocket dental and vision expenses. The 2026 contribution limit is $3,400. Coverage begins on the first of the month following the date of hire. Dependent Care Flexible Spending Accounts: This plan allows you to make pre-taxed payroll contributions to use for reimbursement of your dependent care expenses. The IRS allows you to contribute up to $7,500 per year from your paycheck for child and/or elder care. Coverage begins on the first of the month following the date of hire. Life Insurance: Life Insurance is provided to each City employee at no cost. Coverage is one times the annual salary rounded up to the next thousand with double indemnity for accidental death. Life insurance policies go into effect on the first of the month following the date of hire. Supplemental Life Insurance: You may choose to elect dependent life insurance for your spouse and/or eligible dependents. Employees pay the full premium cost for dependent life insurance. Coverage will begin the first of the month following the date of hire. Voluntary Worksite Benefits: City of New Berlin offers supportive voluntary benefit options for Accident Insurance and Critical Illness Insurance. These benefits help pay for unexpected medical costs and other expenses. Each offering is ala carte so you can select the plan that is right for you and your family. Payroll deductions for the Voluntary Supportive benefits are only offered as after-tax deductions, so any benefits received under these plans are tax-free. Wisconsin Retirement System (WRS): As a full-time employee, you will automatically be enrolled in the Wisconsin Retirement System. This pension is administered by the State of Wisconsin Department of Employee Trust Funds. You will be required to pay the employee's share of contributions to the fund, while City of New Berlin contributes the employer's share. Employees are vested in their portion of contributions immediately and after five years of creditable service for the employer contribution. Deferred Compensation (Section 457 Plan): The City of New Berlin offers access to a 457 Deferred Compensation program that allows you to save and invest for retirement through payroll deduction. This completely employee funded. Participation is voluntary and employees can enroll at any time. Employees may contribute on a pre-tax or Roth basis. Free Recpass: City of New Berlin employees are able to receive a complimentary Gym and Track RecPASS! RecPASS is a membership that allows for unlimited visits to any drop-in programs at the New Berlin Activity and Recreation Center. Drop-in programs currently include the walking track, open gym, open pickleball, open volleyball and cardio & strength equipment. Electronic Direct Deposit: Employees will be required to have their paychecks electronically deposited into the financial institution and account of their choice. Participants will receive a statement of earnings each payday as opposed to a payroll check. Worker's Compensation: As an employee of City of New Berlin, you are protected under the Worker's Compensation Act, which provides

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