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Administrative Assistant Clerks Office

Administrative Assistant Clerks Office

Government JobsAntigo, WI, US
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Job Title : Clerk-Treasurer / Finance Assistant

Provides direct support to the Clerk-Treasurer / Finance Director and Deputy Clerk-Treasurer. Performs clerical and administrative duties in, meeting agendas and minutes elections, customer contacts, utility billing, and a variety of other tasks.

Hourly rate increase of $0.50 every six (6) months for the first (1) year of employment. Health, life, and dental insurance. Position is Wisconsin Retirement applicable. Vacation, personal days, sick leave, and holiday pay available.

Essential Duties & Responsibilities

General :

  • Maintains prompt, predictable, and regular physical attendance during assigned working hours.
  • Maintains the ability to lawfully operate designated motor vehicles at all times during assigned working hours.
  • Maintains the ability to travel throughout and enter all different properties in the jurisdiction.
  • Provides truthful and accurate written and verbal communications.
  • Maintains strict confidentiality in accordance with Wisconsin State Statutes, City policies, and the Public Service Commission, including but not limited to, interaction with the public and any other information heard, handled, or obtained within the scope of the position.
  • Maintains and actively promotes effective working relationships with coworkers and management.

Office :

  • Maintains and purchases office supplies as needed and makes sure such purchases are within budget.
  • Maintains the City Website for all areas applicable to the Office.
  • Performs clerical work in answering phones, receiving the public, providing customer assistance, data processing, paper filing, writing letters, and bookkeeping.
  • Compiles, types, and edits a variety of correspondence, reports, memoranda, and other material requiring accuracy and completeness.
  • Assists with payroll processing as a backup to the Human Resource Specialist.
  • Coordinates records storage between all City locations to meet retention requirements and assure ease of locating records.
  • Assures that all meetings are noticed properly and timely based on the monthly calendar.
  • Compiles and prepares agendas, meeting notices, minutes, and referrals.
  • Attends Committee Meetings to take minutes as directed.

    • Election :

  • Assists with all aspects of the election process as directed by the Clerk-Treasurer / Finance Director including but not limited to taking applications, filing, registering voters, assisting with absentee voting, issuing instructions to the citizens via phone or in person, record the ballots, coordinates and maintains data within WisVote (State Voter Registration System), etc.
  • Serves as Deputy Election Clerk as directed by the Clerk-Treasurer / Finance Director with duties including but not limited to issuing absentee ballots and serving as a Special Voting Deputy for absentee voting including scheduling and assuring accurate and timely voting in eligible facilities.

    • Utility Back-up :

  • Assists with duties for the sanitary sewer, storm sewer, and water utilities and maintains proficiency in the handling of all aspects of the utility billing system.
  • Assists with the collection of delinquent utility accounts following strict guidelines including disconnections, deferred payment agreements, bankruptcies, and tax roll process.
  • Responds to citizen complaints independently or when necessary, in conjunction with the Clerk-Treasurer / Finance Director.
  • Assists with working with outside vendors to print and mail utility bills.

    • Peripheral Duties :

  • Attends seminars and workshops related to duties and responsibilities.
  • Assists with duties in the Clerk-Treasurer's Office including Accounts Receivable, Accounts Payable, and Special Assessments as needed.
  • Assists with distributing incoming mail and process outgoing mail as needed.
  • Performs other duties as assigned.

    • Qualifications

  • Associate's Degree in Business or related field preferred; OR
  • Equivalent work experience in an office setting, knowledge of accounting procedures and practices with strong mathematical skills
  • Knowledge of and demonstrated skills in general office practices and in areas such as Microsoft Office, databases, typing, filing, and similar;
  • Extensive knowledge of Microsoft Excel, and
  • Proficient in composition with strong writing skills.

    • Job Knowledge, Skills and Abilities

  • Ability to work in a detail-oriented fashion adhering to and in conformance with established policies and procedures.
  • Proficient knowledge of computers and electronic data processing.
  • Working knowledge of modern office practices and procedures.
  • Knowledge of accounting principles & practices and strong mathematical skills.
  • Skill in operation of listed tools and equipment.
  • Ability to effectively meet and deal with the public.
  • Ability to effectively handle angry or difficult customers.
  • Ability to communicate effectively verbally and in writing.
  • Ability to handle stressful situations.
  • Ability to work with frequent interruptions.
  • Ability to maintain the strictest confidentiality in accordance with the Department policy regarding information heard, handled or obtained within the scope of the job.
  • Ability to work with accuracy and completeness while typing and editing a variety of correspondence, reports, memoranda, and other material.
  • Ability to greet the public in a courteous and friendly manner on the phone and in person while answering questions.
  • Ability to refer to and follow federal, state, and local ordinances; and department rules and regulations.
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