Administrative Assistant

This position provides administrative support to the Community Development Director, oversees and coordinates office operations, financial record-keeping, and reporting activities for the Community Development Department.

ESSENTIAL DUTIES AND 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 and assigned.

• Performs a variety of office administrative tasks (as assigned). Performs a vital public relations role by interacting with and assisting city officials, department employees, and citizens of the community and directing inquiries to appropriate personnel. Provides secretarial support to various Committees and Boards as required. 25%

• Maintains financial records for the four divisions within the Community Development department. Prepares and processes invoices, vouchers, purchase requisitions, etc. and posts to the appropriate accounts. Prepares transfer of fund forms as needed and notifies Division Heads of potential deficits. Tracks TIF revenues and expenditures and grant reimbursements for all divisions in Community Development. 25%

• Meets with division heads and the Director in preparation of the overall departmental budget. Assists in preparing and tracking the four division budgets for review by the Director. 15%

• Schedules and prepares Council Resolutions and Ordinances on varied schedules. Prepares and processes legal notices for publication that meet the requirements of the Wisconsin Statues. 15%

• Coordinates and schedules various meetings for the Director of Community Development and other staff. 10%

• Composes, prepares, and edits correspondence, reports, memoranda, agendas, staff reports, meeting notices, and other material requiring judgment as to content, accuracy, and completeness. 10%

• Performs other duties as assigned.

REQUIRED MINIMUM QUALIFICATIONS

Education and Experience:

• Vocational diploma or Associate’s degree in Business, Accounting, or related field.

• Three (3) to five (5) years of increasingly responsible related clerical experience, two of which should be in an administrative secretarial position involving extensive administrative support and financial record keeping.

Necessary Knowledge, Skills, and Abilities:

• Thorough working knowledge of MS Office software and computer applications, including spreadsheets and word processing.

• Experience in modern office practices and procedures.

• Skill at meeting deadlines and managing multiple priorities.

• Possess exceptional written and verbal communication skills (spelling, grammar, vocabulary, etc.).

• Ability to understand and carry out complex oral and written direction.

• Ability to work without direct supervision and to make recommendations based on sound independent judgment.

• General knowledge of office practices and procedures.

• Ability to work with sensitive and confidential information.

• Possess good interpersonal skills, be team oriented, and be able to establish and maintain effective working relationships with industry, internal City operations, and the general public by communicating effectively verbally and in writing.

• Ability to handle stressful situations.

• Ability to use GIS and Windows based software.

• Ability to take and transcribe minutes at meetings.

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

TOOLS AND EQUIPMENT USED

Phone, personal computer, copy machine, fax machine, and scanner.

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.

While performing the duties of this job, the employee is frequently required to sit, 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. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is moderately quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience, oral interview, background check, and job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.