Administrative Assistant - Part-time

Administrative Assistant The City of Stoughton, an Equal Opportunity Employer, is seeking a qualified candidate to serve as a Part-time Administrative Assistant for the Front Desk at City Hall. This position is responsible for answering and directing calls to City Departments, assisting citizens at the front desk, and other general administrative duties. Candidates must have excellent organization skills, solid decision-making abilities, learn quickly, and be able to multitask. Accuracy is of the utmost importance in the position. The candidate must also be proficient with a multi-line phone system as well as Microsoft Office Suite. This position requires the ability to work independently. This is a part-time 20-hour-per-week (1040 hours per year) position and qualifies for prorated health and dental benefits. Essential duties and responsibilities include: Answers incoming telephone calls and routes to appropriate persons or department. Takes and relays messages. Determines when interruption of staff is required. Greets, directs and provides customer service to the public. Records and types a variety of reports, memos and other correspondence, interdepartmental reports, annual reports and other financial data as assigned. Provides a variety of information to visitors and caller's questions. Performs clerical tasks as directed. Tasks include typing correspondence, memos, meeting minutes and agendas, lists, forms, and special projects as directed. Maintains miscellaneous City Hall files, council packets, ordinances, and resolutions. Tracks the coming and going of City staff (including lunchtime, vacations, sick time). Tabulates monthly postage & copier usage and journal costs to the appropriate department. Prepares meeting notices and minutes for several city committees, and maintains city meeting room calendar and website calendar. Processes incoming and outgoing mail for City offices. Receives complaints/concerns or requests for service and determines the proper course of action to be taken. Requisitions office supplies, monitors inventory, and journals costs to appropriate departments. Responsible for the coordination of employee recognition and other City events as directed. Acts as a liaison between city residents and garbage disposal company. Distributes recycling bins and literature regarding recycling and garbage pickup. Maintains and updates recycling and rubbish information brochure. Maintains City Hall Notice Board and information for the public displayed on the front door of City Hall. Performs Notary Public duties. Assists with the preparing of absentee ballots, register voters, and assists with Election Day activities. Assists with updating policies and procedures manual. Assists with the preparation of Public Hearings. Assists with issuing City licenses. Prepares Accounts Payable invoices for entry into the Accounting Software. Responsible for the collation and distribution of Accounts Payable and Payroll Vouchers. Answers inquiries from the public and others regarding property assessments, tax information, and other City Treasury information. Assists with the preparation of tax bill mailing and collection All other duties as assigned. Qualifications include: High School diploma or equivalent and two years of responsible administrative experience including customer service, public contact, or any combination of education and experience that provides equivalent knowledge, skills, and abilities. Customer service experience preferred. Must be proficient with Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint. The candidate must also be proficient with a multi-line phone system. Notary Public certification will be required within 3 months of hire. Job knowledge, skills, and abilities include: Language Skills and Interpersonal Communication Ability to classify, compute and tabulate data and information, following a prescribed plan requiring the exercise of some judgment. Ability to compare, count, differentiate measure and sort information. Ability to assemble, copy, record and transcribe data and information. Ability to explain, demonstrate and clarify to others within well-established policies, procedures, and standards, as well as the ability to follow specific instructions and respond to simple requests from others. Ability to utilize a wide variety of descriptive data and information, such as meeting minutes and agendas, messages, computer software operating manuals, drafts of correspondence, memos, lists, forms. Ability to communicate effectively with city employees, city hall visitors, Alderpersons, and the general public. Ability to prepare a variety of documents including letters and other correspondence, meeting minutes and notices, etc. using prescribed format and conforming to all rules of punctuation, grammar, diction, and style. Mathematical Skills Ability to add, subtract, multiply, divide, calculate percentages, fractions, and decimals. Judgment and Situational Reasoning Ability Ability to use functional reasoning in performing semi-routine functions involving standardized work with some choice of action. Ability to exercise the judgment, decisiveness, and creativity required in situations involving the evaluation of information against measurable criteria. Environmental Adaptability Ability to work under safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury.