Administrative Support Specialist

2 days ago

Waukesha, Wisconsin, United States City of Waukesha Full time
Job Summary

This position provides administrative support to the Clerk/Treasurer's Office, handling a variety of tasks including clerical, record-keeping, and mail processing functions. The ideal candidate will have excellent communication skills, be able to multitask, and have a strong attention to detail.

Key Responsibilities
  • Provides clerical and administrative support to the Clerk/Treasurer's Office
  • Handles record-keeping and mail processing functions
  • Answers telephones and routes calls
  • Greets and directs visitors
  • Serves as the primary point of contact for citizens and customers
  • Answers inquiries regarding policies, ordinances, and procedures
  • Provides information and responds to technical inquiries
  • Conducts research on customer inquiries and complaints
  • Processes a wide variety of permits, including street closing, parade, public event, sidewalk cafe, extension of premise, sidewalk vendor, etc.
  • Acts as web liaison for the Department, creating and maintaining webpages
  • Utilizes License Manager to process liquor licensing and other miscellaneous licenses
  • Prepares license letters and licenses for biweekly committee and council
  • Issues dog and cat licenses
  • Assists with voter registration and election procedures
  • Collects money/payments for taxes, invoices, licenses, and permits
  • Creates advertisements for Parks/Rec guide, TV25, signage
  • Handles Cigarette and Alcohol reporting to State Department of Revenue and liquor distributors
  • Processes claims and disallowance of claims
  • Compiles and maintains complex and detailed files and records
  • Maintains calendars and schedules appointments
  • Maintains files and filing system
  • Performs office management tasks, including ordering and maintaining office supplies inventory
  • 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
  • Creates new applications forms, internal routing forms, and interactive forms for applicants and Clerk/Treasurer employees
  • 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
Requirements
  • Graduation from high school plus 2 years of technical training and 1-3 years of office experience providing clerical and administrative services
  • 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 WisVote software and procedures
  • Ability to 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
  • Skill in 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 40 WPM
Necessary Special Requirements
  • Statewide Voter Registration System Certification
  • Notary License
  • Ability to pass a criminal background check
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.

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