Administrative Assistant (part-time)

Part-Time Administrative Assistant

The City of South Milwaukee is looking for a part-time Administrative Assistant. The successful candidate will:

• Use their computer skills to accomplish a variety of tasks and projects
• Use their customer service skills to assist people at the permit counter
• Have the opportunity to request their preferred 25 hours per week schedule! (during Monday-Friday, 7:30am-4pm business hours)

General Purpose: Performs a variety of administrative duties for the City Engineer and Mayor, and when necessary, other departments, utilizing knowledge of operational policies and procedures. Performs office work of average difficulty and responsibility.

Shift/Hours: 25 hours per week (generally); Additional time as the job dictates; Five days per week, Monday through Friday.

Supervision Received: Works under the general guidance and direction of the City Engineer and Mayor.

Essential Duties and Responsibilities:

• Provides customer service at City Hall, in-person at counter as well as via telephone and email.
• Determines priority of and routes correspondence; composes and independently prepares routine correspondence.
• Completes grant applications as directed and assists with administration of grants.
• Uses financial software to organize the flow of departmental purchase order requests; prepares purchase orders; purchases and procures office supplies and equipment.
• Assists with preparation of stormwater utility annual reporting to the DNR, utility budgeting, and public outreach requirements.
• Prepares spreadsheets, agenda item information sheets, mailings, and other correspondence as directed by the City Engineer or Mayor.
• Prepares bid packages, contract documents, contractor payments, various other public works materials, and other information as directed.
• Copies and distributes meeting notices, agendas, and minutes for committees and serves as recording secretary for committees as needed.
• Assists in preparing and distributing letters or notices.
• Coordinates consultant contracts and payments.
• Processes special event applications, including review of application, distribution, and approval.
• Coordinates mayoral-led City events.
• Maintains prompt, predictable, and regular physical attendance.
• Performs other related duties consistent with function of the classification.

Desired Minimum Qualifications Education and Experience:

• High school diploma or equivalent.
• Experience in an administrative, office, customer service, or similar professional environment.
• Experience using standard office software and electronic recordkeeping systems.

Necessary Knowledge, Skills and Abilities:

• Ability to communicate clearly, accurately, and professionally, both verbally and in writing.
• Ability to effectively and professionally interact with the public, coworkers, contractors, and other stakeholders, including in difficult or stressful situations.
• Strong organizational skills and ability to manage multiple tasks, deadlines, and priorities.
• Strong attention to detail and accuracy in data entry, recordkeeping, correspondence, and document preparation.
• Proficiency with standard office software, email, electronic files, and web-based applications, with the ability to learn new software and systems.
• Knowledge of standard office procedures and recordkeeping practices.
• Ability to follow verbal and written instructions and established procedures.
• Ability to work independently, use good judgment, and identify when an issue requires additional direction.
• Ability to maintain confidentiality and exercise tact and discretion when handling sensitive information.
• Ability to establish and maintain effective working relationships with coworkers and the public.

Tools and Equipment Used: Personal computer and standard office software applications, email, internet, multi-line telephone, printer/copier/scanner, calculator, postage equipment, and other standard office equipment. May use mobile devices and electronic document, permitting, records management, and financial systems in the performance of assigned duties.

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. The employee must be able to read and write English. Work is performed in an office setting. Hand-eye coordination is necessary to operate various pieces of office equipment. Specific vision abilities required by this job include vision and the ability to adjust focus. While performing the duties of this job, the employee is occasionally required to:

• stand, walk, sit, stoop, kneel, crouch and crawl
• climb, balance, bend, twist and reach
• feel, talk and hear (normal range in normal office environment, corrected or uncorrected)
• lift, carry, push/pull up to 25 pounds

Work Environment: The 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 usually quiet to moderate and occasionally loud.