Administrative Assistant

JOB OBJECTIVE

The Administrative Assistant supports the Administration and Fire Departments in delivering efficient and responsive municipal services. This role provides administrative, clerical, and operational support to ensure smooth day-to-day operations. The position requires strong organizational skills, a customer-focused approach, and familiarity with municipal procedures, policies, and Wisconsin statutes.

ESSENTIAL JOB FUNCTIONS

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

1. Assist in preparing agendas, reports, and minutes for meetings, including Fire Association, City Council and Various Committees

2. Maintain supply inventory for office and office equipment as needed

3. Maintain and update municipal resources in compliance with Wisconsin’s open records law

4. Draft, proofread, and distribute official correspondence for the City of Prescott

5. Act as the first person of contact for resident, answering inquires by phone, email and in person

6. Address concerns or route issues to appropriate staff for resolution

7. Maintain accurate records of permits, licenses, contracts, and other official documents

8. Manage filing systems (physical and digital) to ensure compliance with records retention schedules

9. Process payments for utilities, permits, and other municipal fees

10. Handle accounts payable with assistance from City Treasurer in ensuring data entry, invoice review, printing checks, distributing checks, filing and reporting in any issues or concerns regarding accounts payable promptly

11. Completes inspection billing, fire call billing, new hire paperwork, and call incident reports for the Prescott Fire Department

12. Sends any and all unpaid bills to collections for the Prescott Fire Department

13. Is responsible for collection and maintenance of fire data for the Prescott Fire Department including response times, Maintenance Of Effort reporting, and others as needed

14. Works with Fire Chief and City Administrator to maintain and upload documents for the Fire Department retirement plan

15. Assist with coordination of events, elections, and other public initiatives as needed

16. Perform other tasks as assigned by the City Administrator or Fire Chief

MINIMUM REQUIREMENTS

• High school diploma or equivalent required; Associate’s degree in related field preferred.
• 2 years of administrative experience, preferably in a municipal or government setting.

Knowledge, Skills and Abilities

• Strong knowledge of office practices and procedures.
• Ability to communicate effectively with employees, supervisors, citizens, and contractors.
• Familiarity with Wisconsin statutes and local government processes preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and municipal software applications.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to handle confidential information with discretion.
• Comfortable working independently and as part of a team in a fast-paced environment.

Working Conditions

• Primarily office-based with occasional travel within the community
• May require evening or weekend work to support meetings or events
• Willing to work occasional overtime as requested and approved by supervisor

Job Type: Full-time

Pay: $22.17 - $29.13 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Prescott, WI 54021 (Preferred)

Ability to Relocate:

• Prescott, WI 54021: Relocate before starting work (Required)

Work Location: In person

Salary : $22 - $29