Administrative Assistant III - Finance Dept.

• State of Wisconsin Retirement Plan (Eligibility starts after 1,200 hours of employment)
• Optional Income Continuation Insurance
• Optional Life Insurance
• Optional 475 Deferred Compensation Plans
• Employee Assistance Program - Available to all employees and family members at no cost to the employee
• Proration of the following paid leaves based on number of hours worked:
  • Vacation
  • Paid Holidays
  • Perfect Attendance
  • Sick Leave
  • Personal Holidays

1. Accept and accurately and efficiently process and record payments.  This includes payments to utility billing system; tax, community development and municipal court systems; parking permit, key card and ticket systems; business license systems; and other financial systems.  Process daily electronically collected payments through the Automated Clearing House.
2. Create invoices and renewals for licenses.
3. Provide customer service to utility customers, including making changes to customer accounts and scheduling utility maintenance appointments.
4. Count currency, coin and checks in cash drawer at end of day, reconcile to various subsystems, prepare deposit slip and bank deposit.  Identify and rectify balancing errors.
5. Promote and advise on a number of city services.  Attempt to resolve customer issues and problems.
6. Perform specialized tasks such as maintaining the City Store, maintaining and reconciling petty cash, travel reimbursement and advances and assorted transit passes.  Post tax payments accepted by the bank. Performing department accounts payable duties and processing refund requests.
7. Issues licenses and permits to qualified applicants; obtain necessary information; review applications for completeness; determine applicant eligibility; record data; advise applicants on rules and regulations; collect fee.
8. Support a complex state-wide voter system by: creating and updating voter registration records, creating absentee ballot voter records, issuing absentee ballots, reconciling ballots to the voter system, updating voter records, assisting voters on polling locations and election details, preparing supplies for polling locations, recording post-election voter transactions, reconciling poll book counts to state wide system and identifying and rectifying variances.
9. Act as department and citywide receptionist, including answering the telephone, maintaining meeting calendar postings within the City Hall building, and processing mail for all city departments.   Provide callers with general information and specific information regarding the work of the department and a variety of city services in a clear and concise manner.
10. Maintain office supply inventory for the Finance Department, including ordering new supplies as needed.
11. May attend meetings, keep minutes, transcribe minutes for approval by supervisor.
12. Perform all work involved in maintaining moderately complex administrative procedures, usually involving the steps of obtaining information, recording, indexing, and cross indexing such information, giving out and providing information to interested parties, following up or making initial contact with both the user or the provider of the information used in the procedure.
13. Responsible for developing and expanding detailed and complicated word processing, spreadsheet, and PowerPoint programs, in addition to in-house programs and software.
14. May perform data entry or other computer work on computerized data bases.
15. Effective verbal and writing skills and phone etiquette.
16. Perform related work as required.

• Type and prepare a wide variety of documents, correspondence and memos routine to matters covered by departmental procedures and practices.
• May be responsible for departmental purchasing procedures and maintaining departmental purchasing files.
• Type reports, and gather and compile information for the department.
• Responsible for maintaining departmental files.
• Maintain notary.
• Maintain required continuing education on Statewide Voting System as prescribed by the State of Wisconsin.
• Limited deputized authority for receipting service, witnessing ordinances, and witnessing contracts.

• High school diploma or equivalent, and
• Advanced course work or training in secretarial science, and
• Four (4) or more years of increasingly responsible clerical/administrative assistant experience, and   
• Cash collection & positive customer service experience

• Ability to learn and utilize Statewide Voter Registration System
• Strong numerical ability
• Good listening and communication skills
• Customer service orientation – friendly and personable.
• Ability to handle difficult customers
• Accuracy and attention to detail
• Honesty and integrity
• Willing to work in a team environment
• Stress tolerant, ability to handle heavy work volume

Salary : $22 - $31