Part-Time Administrative Assistant
About The Position
The City of Portage is seeking an organized, detail-oriented Administrative Professional to join their Police Division. This part-time position provides back-up support to the Chief’s Administrative Assistant and other full-time administrative staff within the Public Safety Division. The role requires maintaining a high level of confidentiality, handling telephone calls and visitors, managing mail, responding to information requests, composing correspondence, collecting data, preparing reports, assisting with payroll processing, and managing various administrative tasks related to city council agenda items, personnel complaints, internal affairs, policy reviews, lawsuits, and departmental accreditations. The position also involves assisting with the departmental budget, processing purchase requisitions, maintaining records, organizing files, and supporting the records department with FOIA requests. This position requires the employee to work onsite.
Requirements
- High school diploma or GED
- One to three years of related experience and/or training or equivalent combination of education and experience.
- Excellent organizational and time-management skills.
- Must be able to pass an extensive background check and drug/alcohol screen.
Nice To Haves
- Associate’s degree in an appropriate field is preferred.
Responsibilities
- Maintain a high level of confidentiality of all material assigned.
- Answer, screen and direct telephone calls to include taking messages, providing requested information, and responding to citizen concerns and complaints.
- Greet visitors and receive callers, including emergency calls, and answer specific questions or direct to appropriate area or person.
- Read and route incoming mail; prepare outgoing mail and correspondence, including email and faxes; deliver and gather mail from City Hall as requested.
- Responds to requests for information regarding Public Safety services from department heads, employees and citizens.
- Compose and type routine correspondence into final copy quality document using current technologies. Transcribe notes or recordings as required.
- Collect data and prepare departmental reports assigned.
- Prepare agendas for various staff meetings, attend staff meetings and publish staff meeting notes as required.
- Assist with data collection and preparation of the departmental annual report.
- Assist in the processing of payroll hours, balance the batch numbers and prepare the related reports as needed.
- Assist the administration in the use of the CivicClerk System used city wide for processing city council agenda items.
- Maintain records of all personnel complaints, internal affairs, policy reviews, lawsuits, and other relevant data.
- Assist with the collection, organization and maintenance of documents and data associated with both police and fire division accreditations.
- Assist in the compilation of reports, data entry, and participate in the annual process for the departmental budget.
- Process the field purchase order requisitions.
- Maintain records on office activities, including petty funds.
- Organize and maintain a complex file system and file correspondence, records and reports.
- Assist the records department in the processing of FOIA requests and other work as assigned.
Benefits
- Hourly rate is $18.93 - $24.34/hour, commensurate with experience.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
