Administrative Assistant at City of Waukesha – Waukesha, Wisconsin

Essential Job Functions: The job functions listed herein are neither exclusive nor exhaustive but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

1. Provides clerical, record keeping and mail processing functions; answers telephones and routes calls; greets and directs visitors.
2. Serves as the primary source point for citizens and customers; answers inquiries regarding policies, ordinances and procedures; provides information; responds to technical inquiries.
3. Conducts research on customer inquiries and complaints; responds as appropriate and/or directs to responsible department, supervisor or other individual.
4. Works with new establishments in the City of Waukesha to access what licenses and permits are needed and how to complete required paperwork. Also explains what requirements they have to follow to be in compliance of local ordinances and state laws. Refers them to other city or county departments for additional permits or licenses if needed.
5. Processes a wide variety of permits (e.g., street closing, parade, public event, sidewalk café, extension of premise, sidewalk vendor, etc.) while ensuring that all City ordinances are followed.
6. Acts as web liaison for Department; creates and maintains webpages.
7. Utilizes License Manager to process liquor licensing and other miscellaneous licenses (e.g., taxi driver, taxi cab, cigarette/tobacco, private alarm, Special Class B, junk dealer, secondhand dealer, etc.); orders record checks and inspections, publishes legal notices; communicates with other departments and corporate offices; completes follow-up work as necessary. Prepares license letters and licenses for biweekly committee and council.
8. Issues dog and cat licenses.
9. Assists with voter registration and election procedures, including absentee requests, nursing home ballots and central count; performs Statewide Voter Registration System (SVRS) entry and maintenance, including voter matches, felon matches and death matches, generates ping letters, merges and deletes records; records votes; generates voter lists and/or statistics for campaign parties or candidates.
10. Collects money/payments for taxes, invoices, licenses and permits and health insurance premiums to include cash drawer, counter and mail batch closing during tax collection.
11. Creates Department literature such as alcohol licensing brochures and business cards.
12. Handles Cigarette and Alcohol reporting to State Department of Revenue and liquor distributors.
13. Processes claims and disallowance of claims.
14. Compiles and maintains a variety of complex and detailed files and records.
15. Maintains calendars and schedules appointments.
16. Maintains files and filing system.
17. Performs office management tasks; orders and maintains office supplies inventory; maintains or arranges service for office equipment; maintains an orderly and clean public reception area.
18. Publishes public hearing notices.
19. Performs accounting functions and cash receipting.
20. Assists in reviewing the department’s needs for equipment or form changes to increase efficiency and effectiveness and presenting it to the Clerk Treasurer.. Creates new applications forms, internal routing forms and interactive forms for applicants and Clerk/Treasurer employees as needed.
21. Provides Notary services.
22. Provides effective and efficient customer service.
23. Performs election equipment testing.
24. Rotates attending Ordinance & License Committees meetings.
25. Performs related duties as assigned.

Requirements of Work

Graduation from high school plus 2 years of technical training and 4-6 years of office experience providing clerical and administrative services; or any equivalent combination of training and experience which provides the following knowledge, ability and skills: