The Role of the City Clerk

The City Clerk is one of the oldest and most important roles in local government. Dating back centuries, clerks have served as guardians of democracy, keepers of the official record, and the trusted link between residents and their communities. In New Berlin, the Clerk’s Office proudly carries on this historic responsibility while meeting the demands of a modern city.

Historically, across the United States, clerks were often elected directly by residents. While a few communities continue that practice today, many municipalities have transitioned to appointing their clerks. This shift reflects the growing complexity of the role and the need for specialized training, qualifications, and experience. By appointing the City Clerk, New Berlin ensures the position is filled by a neutral, highly trained professional dedicated to serving the community with fairness and accuracy rather than through politics.

The City Clerk’s Office administers elections, preserves official records, issues licenses, manages ordinances and claims, and supports many other essential functions. The Clerk also serves as a key liaison between residents, the Mayor, and the Common Council—ensuring open communication and accountability. Because so many of these responsibilities touch every part of city operations, the Clerk’s Office works closely with every department to keep government running smoothly and transparently.

Beyond these core functions, the Clerk’s Office plays an active role in public communication, producing training materials, social media posts, and informational videos that keep residents informed and engaged. This office safeguards the transparency, accessibility, and accountability of city government—ensuring that democracy is not only preserved, but strengthened for the future.

About the Current City Clerk

Rubina R. Medina serves as the City Clerk for the City of New Berlin. With 25 years of experience in local government, Clerk Medina brings a strong background in election administration, records management, licensing, and public communications. She is a Certified Municipal Clerk through both the Wisconsin Municipal Clerks Association and the International Institute of Municipal Clerks, and she completed the Wisconsin Municipal Clerk and Treasurer Institute at UW–Green Bay.

Her dedication to public service has been recognized with multiple honors, including the John Bauer Award for Municipal Excellence from the City of New Berlin and the Unsung Hero Award presented by the Waukesha Common Council during her earlier service with the City of Waukesha. These distinctions reflect a career devoted to strengthening local government and serving residents with fairness and accountability.

As City Clerk, Medina is committed to ensuring that New Berlin residents have access to fair elections, transparent records, and responsive city services. She works closely with every city department, the Mayor, and the Common Council to support effective governance and open communication. Whether assisting residents, collaborating with staff, or advising elected officials, she strives to maintain the trust, accessibility, and professionalism that define the Clerk’s Office.