Administrative Associate IV (Neighborhood Services)

Salary : $26.57 - $31.74 Hourly

Location : Eau Claire, WI

Job Type : Full-Time

Job Number : 2025-00017

Department : AS-NEIGHBORHOOD SERVICES

Opening Date : 02 / 19 / 2025

Closing Date : 3 / 2 / 2025 11 : 59 PM Central

Job Description

Do you have great customer service skills? Excellent de-escalation skills? If yes, join us! We are currently accepting applications for an Administrative Associate IV in our Neighborhood Services Division. This position will perform complex and varied administrative duties for the Neighborhood Services Division and the City Manager's Office. Duties include : assisting the public with related inquiries; assisting in file creation of cases; answering customer calls; and much more!

Requirements :

• A minimum of an associate degree in business administration, administrative professional, or a related field OR a minimum of three years of relevant work experience OR an equivalent combination of education and experience.
• Maintain a working knowledge of municipal ordinances pertaining to assigned enforcement duties

Additional Reasons to Apply :

Application dea dline : Sunday, March 2, 2025 at 11 : 59 p.m.

Interviews expected to take place March 10, 2025. Candidates will be notified via email if selected to interview.

JOB DESCRIPTION

POSITION SCOPE

Under general supervision, performs complex and varied administrative duties for the Neighborhood Services Division and the City Manager's Office. Utilizing comprehensive administrative experience and general knowledge of the City, division, and municipal operations, this position performs complex administrative duties requiring initiative, professionalism, critical problem-solving skills, and the ability to make decisions in accordance with established policies and procedures. This position will have frequent in-person and telephone contact with personnel from other City departments, outside agencies, organizations, and the public regarding the City's ordinances, policies, and concerns.

ESSENTIAL FUNCTIONS

Greets and courteously assists the public. Utilizes de-escalation techniques, as needed, with upset customers.

Acts as the main telephone contact for the Neighborhood Services Division and the City Manager's Office. Explains division / City policies and procedures to the public via telephone or in-person.

Prepares and submits public notices for distribution to the media.

Assists in Board, Committee, Commission, or Council meetings as needed. Documents meeting minutes.

Performs assigned administrative duties for the Neighborhood Services Division and the City Manager's Office including timesheet collection, travel statements, and other administrative duties as assigned.

Works in the City's financial system (Munis) for various projects, including creation of requisitions for departmental projects, payment of invoices, and procurement card reconciliation.

Helps with the submission of the City Manager's presentation materials to the City Clerk for boards, committees, commissions, and council meetings as directed.

Contacts other City departments or outside sources to obtain data and may exercise independent judgment in making decisions for the compilation of data.

Carries out data input and retrieval functions, as directed.

Assists other departmental clerical staff as needed and directed.

Designs and creates various documents including cover design, layout, and formatting of pamphlets, forms, plans, reports, applications, etc., for the department and various other departments as requested.

NON-ESSENTIAL FUNCTIONS

Performs other duties as required.

EDUCATION / EXPERIENCE / CERTIFICATIONS

An associate degree in business administration, administrative professional, or a related field OR a minimum of three years of relevant work experience OR an equivalent combination of education and experience is required.

Must maintain a working knowledge of municipal ordinances pertaining to assigned enforcement duties.

SKILLS / ABILITIES

Must have excellent customer service skills, de-escalation skills, and computer and office skills. Experience and proficiency in providing customer service to residents of different cultural and socioeconomic backgrounds is preferred.

Must be proficient with Microsoft Office Suite, with the ability to learn other relevant software.

Maintain prompt, predictable, and regular physical attendance.

Must be able to take direction and work well with others.

Must be able to concentrate and perform accurately.

Must be able to react to change productively and handle other tasks as assigned.

Must be able to back-up fellow co-workers.

SUPERVISION / DIRECTION RECEIVED

Neighborhood Services Manager, Deputy City Manager, City Manager

SUPERVISION / DIRECTION EXERCISED

None

WORK ENVIRONMENT

Work is a combination of sedentary (sitting) duties with frequent walking, driving, standing, and lifting less than 20 lbs. in a professional office setting with a minimal presence of hazards.

The City of Eau Claire is an Equal Opportunity Employer.

CITY OF EAU CLAIRE FRINGE BENEFITS

CLERICAL EMPLOYEES

Effective January 1, 2025)

Benefits listed are for full-time employees. Part-time employee benefits are prorated based on the budgeted hours of the position except for vacation which is prorated based on the number of hours actually worked.

BENEFITS AVAILABLE IMMEDIATELY UPON EMPLOYMENT

Paid Holidays

New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, day after Thanksgiving, Christmas Eve, and Christmas Day.

Floating Holidays

Three floating holidays to be taken at the employee's discretion with supervisory approval. Employees hired January 1 - June 30 are entitled to three floating holidays during the first year of hire. Employees hired July 1 - December 31 are entitled to one and one-half floating holidays during the first year. Employees terminating prior to July 1 are entitled to one and one-half floating holidays. Floating holidays not used within the calendar year will be forfeited.

Sick Leave

One day per month accruable to 120 days.

Wisconsin Retirement System

As required by state law, the City and the employee are each required to contribute into the Wisconsin Retirement System. The total contribution is 13.9% of earnings, with the City and the employee each contributing 6.95%.

Deferred Compensation Plans

Available participation in a 457 retirement savings plan offered by the City. Contributions cannot exceed the annual maximum limit allowed by the IRS.

Roth Plans

Available participation in the Roth 457 and Roth IRA retirement accounts offered by the City. Contributions cannot exceed the annual maximum limit allowed by the IRS.

Supplemental Worker's Compensation Pay

Upon the determination of eligibility, the City shall pay a regular full-time employee who is injured on the job the difference between their regular salary and their worker's compensation payments, as long as the employee is on injury leave, but not to exceed 90 days for the same injury. If an employee receives the full 90 days of injury leave and is still unable to return to work, the City Council may at its' discretion grant an extension of injury leave.

Employee Assistance Program

Available to all employees and their families.

BENEFITS AVAILABLE THE FIRST OF THE MONTH FOLLOWING 30 DAYS OF SUCCESSFUL CITY SERVICE

Life Insurance

Available participation in the Basic, Supplemental, Additional, and Spouse and Dependent life insurance program. The City pays 50% of the basic life insurance premium. The amount of insurance is dependent upon the annual salary of the employee.

BENEFITS AVAILABLE THE FIRST OF THE MONTH FOLLOWING 60 DAYS OF SUCCESSFUL CITY SERVICE

Active Employee Health Insurance

The City pays 85% of the cost of the health insurance premium for an active regular full-time employee.

Dental Insurance

Employee pays 100% of the monthly premium.

Vision Insurance

Employee pays 100% of the monthly premium.

BENEFITS AVAILABLE THE FIRST OF THE MONTH FOLLOWING SIX MONTHS OF SUCCESSFUL CITY SERVICE

Long-Term Disability Insurance

City pays 50% of the monthly premium. Employees working 30 hours per week or more are eligible.

Flexible Spending

Optional participation in a health care and / or dependent care Section 125 pre-tax reimbursement account, subject to IRS regulations.

ADDITIONAL BENEFITS

Educational Assistance & Incentive Pay

City may pay a portion of tuition per the Educational Assistance Program. If hired prior to and receiving incentive pay on December 31, 2023, employees may be eligible for incentive pay at their rate on said date and according to details of the plan for eligible regular full-time employees.

VACATION SCHEDULE

The standard vacation accrual schedule for an employee working a 40-hour work week schedule is as follows :

Non-represented regular full-time and regular part-time employees hired on or after January 1, 2023 shall receive 40 hours vacation on their first day of employment, with the number of hours subject to proration based on hours worked and position vacation accrual schedule. If employment is terminated prior to one year of service, the employee will reimburse the City for any used hours on their final pay check.

Do you have a minimum of an associate degree in business administration, administrative professional, or a related field OR a minimum of three years of relevant experience OR an equivalent combination of education and experience?

If yes, please briefly explain your education and / or experience.

How familiar are you with Microsoft Office Suite (Word, Excel, PowerPoint, Publisher)? (On a scale of 1 to 5, with 1 being Not Familiar and 5 being Advanced)

Do you have customer service experience?

If yes, please briefly explain your experience.

Required Question

Salary : $27 - $32