Administrative Assistant I

1 week ago


Whitewater, United States City of Whitewater, WI Full time

Salary: $20.21 - $27.28 HourlyLocation : Whitewater, WIJob Type: Part-TimeJob Number: 2025-ADED01Department: Community Development AuthorityOpening Date: 01/10/2025Closing Date: 1/31/2025 11:59 PM CentralJob SummaryThe Administrative Assistant I - CDA position is responsible for performing routine to moderately difficult administrative support activities, which contribute to efficient office operations requiring an understanding of the basic operations of the Community Development Authority, including procedures, programs, budget, and personnel.Essential Duties and ResponsibilitiesThis list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary.Answer and transfer incoming telephone calls, and provide accurate information to the public about City programs and policies.Manages and creates the Economic Development Director schedule.Perform a variety of clerical functions as needed to accomplish work routines as follows, including filing; posting and or logging information to manual or automated records; processing mail; ordering supplies; collating and assembling documents; photocopying, scanning and faxing documents.Provide administrative support including, but not limited to: compose detailed documents such as letters, memos, minutes or other materials from draft, dictation, or general instructions; proofread and edit documents, presentation materials, brochures and other materials; coordinate materials for distribution; and make necessary arrangements for meetings and other City/CDA functions.Receive and assist visitors at City Hall, including answering questions and basic customer relations; responds to CDA-related inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.Operate office machines as required; type various applications and forms; scan documents into Document Imaging System; maintain public postings at Municipal Center facility; and process requisition forms for CDA Office.Prepare and distribute Community Development Authority agendas and supporting materials; attend CDA meetings; take minutes; prepare and post public meeting notices; and coordinate materials for distribution as needed.Maintain databases and business and contact mailing lists.Research and identify potential funding opportunities, including government grants, private foundations, and corporate sponsorshipsPrepare, write, and submit grant applications, ensuring alignment with organizational goals.Track and manage grant reporting deadlines and compliance requirements.Collaborate with internal teams to gather the data and narratives needed for applications. This collaboration needs to align with grant opportunities with organizational priorities.Collect, analyze, and interpret quantitative and qualitative data to evaluate BRE program effectiveness and inform decision-making regarding needs and programs for current businesses. Develop dashboards, visualizations, and reports that summarize key insights for internal stakeholders and funders. Oversee and collaborate with financial institutions regarding the City's down payment assistance program for home buyers.Manage day-to-day operations of the leasing office, ensuring excellent customer service to tenants and potential lessees. Oversee tenant applications, lease agreements, renewals, and terminations. Maintain accurate records of lease terms, payments, and communications with tenants. Coordinate marketing efforts for available units, including online listings, showings, and promotional events.Resolve tenant inquiries and complaints in a professional and timely manner. Collaborate with property management to ensure spaces are clean, functional, and ready for occupancy. ADDITIONAL DUTIES AND RESPONSIBILITIESMay provide backup to related positions, including other positions in the Administrative Assistant series classification.Perform other tasks, research, or assignments as well as special projects as directed by the Economic Development Director.Attend public meetings as assigned.Attend seminars and workshops related to administrative duties and responsibilities. QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education and/or ExperienceHigh school diploma or equivalent. Additional post-secondary vocational/technical course work in general office practices such as typing, filing, accounting and bookkeeping preferred.Two (2) years increasingly responsible related experience, or any equivalent combination of related education and experience, that provides requisite knowledge, skills and abilities for the position. Language SkillsAbility to analyze data and information using established criteria, in order to determine consequences and to identify and select alternatives. Ability to compare, count, differentiate, measure, copy, record and transcribe data and information. Ability to classify, compute, tabulate, and categorize data.Ability to persuade, convince, and/or train others. Ability to advise and interpret how to apply policies, procedures and standards to specific situations.Ability to utilize a variety of advisory data and information such as code manuals, City ordinances, directories, procedures, guidelines and non-routine correspondence.Ability to communicate orally and in writing with City personnel, Department personnel and City residents.Mathematical SkillsAbility to perform cashier duties accurately.Ability to calculate percentages, fractions, decimals, volumes, ratios, present values, and spatial relationships.Ability to interpret basic descriptive statistical reports.Reasoning AbilityAbility to use functional reasoning in performing influence functions.Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria.Ability to work well under pressure and handle stressful situations, to organize work and set priorities, managing time and resources to meet deadlines and changing demands within the entire operation of administrative services, perform duties with a minimum of supervision.Other QualificationsAbility to effectively meet and deal with the public.Ability to work effectively in cooperation with fellow employees as a member of the administrative staff team.Ability to work in and maintain an environment that deals with sensitive and confidential information.Knowledge of federal and state statutes and rules related to community development authorities, tax incremental financing, redevelopment, eminent domain, comprehensive planning, public finance, and other pertinent topics.Understanding of economic development including current practices and emerging issues.Strong technical skills including advanced knowledge of Microsoft Word and Excel, and Adobe and/or graphic design software.Excellent communications skills, and the ability to work with people having very diverse interests.Ability to operate equipment required to perform essential job functions, including: phone system; desktop computer; copy machine; postage machine; fax machine; base radio; 10-key calculator.Proficiency in modern office practices and procedures and Microsoft Office.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and 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.Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.Requires the ability to operate, maneuver and or provide simple but continuous adjustment on equipment, machinery and tools such as computer and other office machines, and or materials used in performing essential functions.Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as typing and to operate various pieces of office equipment. Ability to recognize and identify degrees of similarities and differences between characteristics of colors, shapes and textures associated with job-related objects, materials and tasks.The employee must exert light physical effort in sedentary to light work, occasionally involving lifting, carrying, pushing, pulling, crouching, crawling, kneeling, stooping and or moving up to 50 pounds. WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderately quiet.Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation may cause discomfort and poses limited risk of injury.The City of Whitewater is an Equal Employment Opportunity. In compliance with the American with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Supervision Received and/or Exercised Works under close supervision by the Economic Development Director, however, performs recurring job duties independently. Some opportunity to vary work steps and in deciding appropriate procedures, guidelines and methods to apply exists. Supervised less closely during execution, but end results are still reviewed. Has prior related work experience, but is broadening knowledge base while gaining full understanding of associated policies and procedures. Prioritizes their own work, manages their time effectively and responds to some questions independently.No formal supervisory responsibilities.Not eligible for benefits.Direct Deposit required.



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