Administrative Assistant (part-time)

City of South Milwaukee•South Milwaukee, WI

12d•Onsite

About The Position

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 and their customer service skills to assist people at the permit counter. They will have the opportunity to request their preferred 25 hours per week schedule, during Monday-Friday, 7:30 am - 4 pm business hours. This role performs a variety of administrative duties for the City Engineer and Mayor, and when necessary, other departments, utilizing knowledge of operational policies and procedures. It involves office work of average difficulty and responsibility.

Requirements

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.
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.
Must be able to read and write English.

Nice To Haves

Additional time as the job dictates.

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.