Administrative Assistant

This position provides clerical and administrative support to the Clerk/Treasurer's Office.

Salary range $24.3956 - $28.6645
Schedule: Monday - Friday,8:00am - 4:30pm; Occasional nights and weekends required
Interview dates: TBD
Start date: TBD
Explore the City's benefits here: City of Waukesha Benefit Guide (Download PDF reader)

Essential Job Functions The job functions listed herein are neither exclusive nor exhaustive, but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

• Provides clerical, record keeping and mail processing functions; answers telephones and routes calls; greets and directs visitors.
• Serves as the primary source point for citizen and customers; answers inquiries regarding policies, ordinances and procedures; provides information; responds to technical inquiries.
• Conducts research on customer inquiries and complaints; responds as appropriate and/or directs to responsible department, supervisor or other individual.
• Works with new establishments in the City of Waukesha to access what licenses and permits are needed and how to complete required paperwork. Also explains what requirements they have to follow to be in compliance of local ordinances and state laws. Refers them to other city or county departments for additional permits or licenses if needed.
• Processes a wide variety of permits (e.g., street closing, parade, public event, sidewalk cafe, extension of premise, sidewalk vendor, etc.) while ensuring that all City ordinances are followed.
• Acts as web liaison for Department; creates and maintains webpages.
• Utilizes License Manager to process liquor licensing and other miscellaneous licenses (e.g., taxi driver, taxi cab, cigarette/tobacco, private alarm, Special Class B, junk dealer, secondhand dealer, etc.); orders record checks and inspections, publishes legal notices; communicates with other departments and corporate offices; completes follow-up work as necessary. Prepares license letter and licenses for biweekly committee and council.
• Issues dog and cat licenses.
• Assists with voter registration and election procedures, including absentee requests, nursing home ballots and central count; performs Statewide Voter Registration System (SVRS) entry and maintenance, including voter matches, felon matches and death matches, generates ping letters, merges and deletes records; records votes; generates voter lists and/or statistics for campaign parties or candidates.
• Collects money/payments for taxes, invoices, licenses and permits and health insurance premiums to include cash drawer, counter and mail batch closing during tax collection.
• Creates advertisements for Parks/Rec guide, TV25, signage; creates Department literature such as alcohol licensing brochures and business cards.
• Handles Cigarette and Alcohol reporting to State Department of Revenue and liquor distributors.
• Processes claims and disallowance of claims.
• Compiles and maintains a variety of complex and detailed files and records.
• Maintains calendars and schedules appointments.
• Maintains files and filing system.
• Performs office management tasks; orders and maintains office supplies inventory; maintains or arranges service for office equipment; maintains an orderly and clean public reception area.
• Publishes public hearing notices.
• Performs accounting functions and cash receipting.
• Assists in reviewing the department's needs for equipment or form changes to increase efficiency and effectiveness and presenting it to the Clerk Treasurer and Deputy. Creates new applications forms, internal routing forms and interactive forms for applicants and Clerk/Treasurer employees as needed.
• Provides Notary services.
• Provides effective and efficient customer service.
• Performs election equipment testing.
• Backs up Deputy Clerk/Treasurer at Ordinance & License Committees meetings when needed.
• Other duties as assigned.

Graduation from high school plus 2 years of technical training and 1 -3 years of office experience providing clerical and administrative services; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

Knowledge of

• Department policies and procedures.
• City ordinances and other regulations pertaining to job functions, including City licensing requirements, liquor and tobacco laws, and election procedures.
• Business English, including grammar, punctuation, format and tone.
• General office procedures and the use of standard office equipment and relevant software programs.
• The State Wide Voter System (SVRS) software and procedures.

• Understand and follow oral and written instructions.
• Multitask and prioritize workload.
• Respond professionally to customer complaints and needs.
• Work independently with minimal supervision.
• Maintain complex records and filing systems.
• Establish and maintain effective working relationships with supervisors, coworkers and the general public.
• Perform intermediate math and accounting functions.

• Oral and written communication.
• Customer service
• Organization and attention to detail.
• Public Relations
• Dealing courteously and professionally with others.
• Typing at a minimum speed of forty (40) WPM.

• Statewide Voter Registration System Certification;
• Notary License;
• Ability to pass a criminal background check.

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment.
• Specific vision abilities required by this job include close vision, prolonged visual concentration and the ability to adjust focus.
• While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is occasionally required to bend, climb, balance, stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.