Administrative Assistant (Parks, Recreation & Forestry)

Administrative Assistant

The City of De Pere is seeking an Administrative Assistant in the Parks, Recreation, and Forestry Department. The Administrative Assistant provides administrative, bookkeeping, and data entry support to the department and is the first point of contact with the public. The typical work schedule is Monday - Thursday, 6:30 a.m. - 4:00 p.m. and Friday, 6:30 a.m. - 10:30 a.m., plus additional hours to attend evening meetings. This position attends the Park Board meetings which meets at 6:30 p.m. on the third Thursday of each month. The City of De Pere recognizes the importance of its employees having a proper work-life balance and supports alternative work arrangements which include alternative work schedules and flexible scheduling to help meet your lifestyle needs. In addition, new employees receive three weeks of vacation time and four floating holidays per year beginning on the first day of work (prorated the first year). Salary: The anticipated starting salary range for this position is $25.11 - $26.55 per hour, depending on qualifications, plus excellent benefits package.

The following duties are essential for this position. However, they are not to be construed as exclusive or all–inclusive. To be successful in this position, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Receive, screen, and relay telephone calls, and direct visitors to appropriate staff members.
• Transcribe meeting minutes, correspondence, memoranda and other documents from copy, rough draft, or other sources.
• Respond to routine written and oral requests for information.
• Receive payments, issue receipts, process licenses, permits or other similar documents.
• Process and enter time sheets.
• Type correspondence of a routine nature from written draft, perform data entry of a variety of information to set up, update, and maintain automated files, record and other documents.
• Process park use agreements and work with client to ensure registration is complete.
• Process park shelter reservations and coordinate reservations with Park Superintendent and weekend on-call staff.
• Issue and process invoices.
• Track budget accounts and report to department head and managers.
• Track Beer Garden donations, revenue, and expenses.
• Track and compile list of all donations throughout the year.
• Complete grant submittals and paperwork.
• Assist with seasonal recruitment processes. Prepare job postings, schedule interviews, and prepare interview documentation as directed. Respond to applicant inquiries.
• Coordinate communication with returning seasonal employees.
• Assist with processing seasonal employee paperwork and coordinating various tasks related to new and returning seasonal employees.
• Perform other duties as assigned.

Knowledge of:

• Standard office practices and procedures including business English, business document format, spelling, grammar, punctuation, vocabulary, filing and math.
• Computer software including word processing, spreadsheet, database applications, accounting and specialized software consistent for this position.
• City and Department functions to effectively screen inquiries and process related documents.
• Basic accounting principles and practices.

Skill in:

• Operation of office equipment to effectively perform the duties and responsibilities of the position.
• Self-starting and being motivated with the ability to work independently.
• Being trustworthy and honest; taking accountability when appropriate.
• Writing and editing correspondence.
• Applying problem solving, logic and reasoning to determine solutions, conclusions or approaches to problems.

Ability to:

• Handle multiple tasks at once and take on a diverse range of tasks.
• Be highly dependable with a history of consistent attendance and punctuality.
• Comprehend policies and procedures, written instructions, and general correspondence.
• Share appropriate information and support other team members.
• Demonstrate a consistent level of accuracy and thoroughness.
• Organize, schedule, prioritize and perform duties with limited supervision.
• Prioritize duties to accomplish a high volume of quality work product, meet deadlines, and improve overall department/office efficiency.
• Observe, follow instructions, and complete assignments accurately and within deadlines.
• Communicate effectively both orally and in writing with business representatives, elected officials, department heads, the public, and other City employees with courtesy and tact.
• Develop and maintain effective working relationships with staff and the public.
• Maintain confidentiality and discretion regarding information read or heard.
• Handle interruptions; combine routine workload with special assignments.
• Utilize a computer and required software.
• Work the required hours of the position.

Minimum Education: High school diploma or equivalent. Associate's degree in an Administrative Professional program or related field preferred. Minimum Experience: Two or more years of related work experience. A combination of education and experience may be considered. Physical and Work Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed in a typical indoor office setting sitting at a desk in front of a computer.
• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus.
• Acceptable verbal and conversation skills to effectively communicate with others in English.
• Ability to read and write English and interpret documents.

• Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.
• Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.

Learn what Northeast Wisconsin has to offer you! Life in the New North The City of De Pere offers an attractive benefit package which includes: Health Insurance, Dental Insurance, Vision Insurance, Life Insurance, Long Term Disability, Flexible Spending Plan, 457 Deferred Compensation plans, Wisconsin Retirement System (WRS), Vacation - start at 3 weeks, Floating Holidays, Sick Leave, Paid Holidays, 'Dress For Your Day' Dresscode, Wellness Incentive Program, Tuition Reimbursement Program, Friday afternoons off and Alternative Work Arrangements available, Identity Fraud Expense Reimbursement, Public Student Loan Forgiveness Program.