ADMINISTRATIVE ASSISTANT PART - TIME

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1 ADMINISTRATIVE ASSISTANT PART - TIME ADMINISTRATIVE ASSISTANT PART TIME: City of St. Francis, (pop.9448) seeks to fill part time positions. This is a shared position in the General Office. Responsibilities include providing routine and administrative support to the City Clerk/Treasurer and City Administrator; multitasking ability a must; plan and complete projects efficiently; answering telephone calls and providing customer service; type and edit correspondence, reports and memoranda; assist with newsletters and mailings; maintain filing systems; ordering office supplies; preparing outgoing mail; sort and distribute incoming mail; processing payments not limited to taxes, sewer bills, building permits, police citations; balancing cash drawers; accept and process license applications; assist in voter registration; preparing Council and Committee packets; and performing other duties as may be assigned. Graduation from high school or GED equivalent is required; post high school education desirable, along with working knowledge of business office practices, including Microsoft Office Suite, business machines and office equipment. The successful candidate will have strong computer skills; excellent organizational and communication skills; and the ability to meet deadlines and attend to details. Hourly wage rate is $13 - $15. Send cover letter, City application and resume by September 30, 2011 to: Anne B. Uecker, MMC/WCPC City Clerk/Treasurer 4235 South Nicholson Avenue St. Francis, Wisconsin For more information call (414) Ext. #125 anneu@stfranwi.org

2 CITY OF ST. FRANCIS Job Description Job Title: Department: Reports To: Salary Level: FLSA Status: Administrative Assistant City Clerk/Treasurer City Clerk/Treasurer $ $15.00 per hour Non Exempt Prepared Date: September 1, 2011 Work Hours: 40 hours per pay period Summary provides support with the daily activities of the City Clerk's Office through a broad range of clerical duties including telephone coverage, providing customer and citizen assistance, data entry, and filing by performing the following duties. Essential Duties and Responsibilities include the following: Answers central telephone system and either responds to inquiry or directs caller to appropriate personnel. Provides citizen and customer assistance to walk-in customers and answers questions; respond to inquiries from employees, citizens and others and refer, when necessary, to appropriate persons. Assist citizens with concern and empathy; respect their confidentiality and privacy and communicate with them in a courteous and respectful manner. Type and edit a variety of correspondence, reports, memoranda, and other material requiring moderate judgment as to content, accuracy, and completeness. This includes the assistance in the preparation of committee agendas. Assist in creation of forms for documentation and systems for organization as appropriate for operation of the department. Assist City staff members with brochures, newsletters, mailings, etc. Establish and maintain filing systems and indexes. Maintain inventory and documentation of office supplies, including ordering and purchase orders. Prepare outgoing mail; sort and distribute incoming mail. Processing payments, not limited to taxes, sewer, building permits, licenses, etc.

3 Page 2 Balancing the daily cash drawer. Accept and process license applications. Duplicate and distribute various materials. Assist with voter registration processing or license application and processing. Other duties as assigned by City Clerk. Peripheral duties Operate a vehicle to perform errands. Keep well informed and proficient in computer skills and applications. Supervisory Responsibilities This position has no supervisory responsibilities. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience High school diploma or general education degree (GED); two to four years related experience and/or training; or equivalent combination of education and experience. At least two years of customer service experience is required. Language Skills Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to citizens and other employees of the organization. Mathematical Skills Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Ability to compute rate, ratio, and percent. Reasoning Ability Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

4 Page 3 Computer Skills To perform this job successfully, an individual must become knowledgeable and proficient at Microsoft Word. Working knowledge of electronic data processing is required. Microsoft Excel experience is preferred. Certificates, Licenses, Registrations Valid WI Drivers License Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is occasionally required to work in outdoor weather conditions. The noise level in the work environment is usually moderate. Other Skills and Abilities Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures. Ability to type 45 words per minute. Ability to work in a high customer contact area. Ability to protect confidentiality and right to privacy of all customers. Ability to organize daily tasks for efficiency, to meet all requirements. Ability to utilize communication skills in interactions with telephone callers, visitors to the department, and co-workers.

5 Page 4 Ability to make independent judgments which have moderate impacts on the organization. Other Qualifications May be required to work additional hours to assist with voter registration processing or license application and processing. Ability to work under pressure with frequent interruptions. Miscellaneous The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

6 City of St. Francis 4235 South Nicholson Avenue St. Francis, Wisconsin APPLICATION FOR EMPLOYMENT READ CAREFULLY BEFORE FILLING OUT YOUR APPLICATION A resume may not be substituted for this official application in whole or in part. Study the minimum qualifications listed in the announcement. If you believe that you meet these qualifications, complete this application. Answer all questions applicable to the position for which you are applying. Be thorough. Your answers determine whether you will be considered for the position. Your completed application, together with any additional information specified in the announcement, must be received not later than the closing date if specified in the announcement. Incomplete or unsigned applications cannot be processed. Exact Title of Position Applying For First Name MI Last Name Address Street City State & Zip Home Phone Cell Phone Former Names Used Social Security # Date Available to Start EDUCATION Name of High School Graduated? G.E.D.? City and State Year Year SCHOOL For each level of education which applies to you, give name, of last school you attended Dates Attended To (Mo. Yr.) From (Mo. Yr.) Did you Graduate? Course of Study. Give major, minor, types of program pursued, etc. Give type and date of degree, certificate, diploma, or other document awarded Credits Earned Undergraduate College Graduate College Business of Technical Military or Correspondence

7 Other REFERENCES List three persons we may contact at this time who are NOT related to you and have definite knowledge of your qualifications and fitness for the position for which you are applying. Do not give names of supervisors listed under EXPERIENCE. First & Last Name Present Home Address (Number, Street, City, State and ZIP Code) Business/Occupation SPECIAL SKILLS AND QUALIFICATIONS (Please complete the following as they apply to the position for which you are applying) Served Formal Apprenticeship? What Trade # of Years When Where Office Work Typing (words per minute) Experience in transcribing mechanically recorded material? Current License or Registration as a Member of some Trade or Profession Name/Kind Number Date Issued Expiration Date List office machines other than a typewriter which you can operate skillfully. Do you posses a valid driver s license? State License Number Expiration Date EXPERIENCE List your last four (4) jobs, including relevant volunteer experience. If you were employed under another name, include the name by which you were known to your employer. IN ADDITION, LIST ANY EARLIER EXPERIENCE OF ANY KIND REQUIRED FOR THIS POSITION. Part-time work will be pro-rated in determining experience qualifications. If additional space is needed, attach a sheet of paper. Only those jobs listed will be considered in evaluating your qualifications. THIS SECTION MUST BE FULLY COMPLETED EVEN IF YOU SUBMIT A RESUME. Are you presently working? Does the City of St. Francis have your permission to contact your present employer at this time? Name of Employer Address Job Title Duties Reason for Leaving Name and Title of Immediate Supervisor Dates of Employment From (Mo. & Yr.) To (Mo. & Yr.) Total Time (years & months) Full Time Part Time Paid t Paid Hours per week Starting Salary Ending Salary Number of employees supervised Professional Non-Professional

8 Name of Employer Address Job Title Duties Reason for Leaving Name and Title of Immediate Supervisor Dates of Employment From (Mo. & Yr.) To (Mo. & Yr.) Total Time (years & months) Full Time Part Time Paid t Paid Hours per week Starting Salary Ending Salary Number of employees supervised Professional Non-Professional Name of Employer Address Job Title Duties Reason for Leaving Name and Title of Immediate Supervisor Dates of Employment From (Mo. & Yr.) To (Mo. & Yr.) Total Time (years & months) Full Time Part Time Paid t Paid Hours per week Starting Salary Ending Salary Number of employees supervised Professional Non-Professional Name of Employer Address Job Title Duties Reason for Leaving Name and Title of Immediate Supervisor Dates of Employment From (Mo. & Yr.) To (Mo. & Yr.) Total Time (years & months) Full Time Part Time Paid t Paid Hours per week Starting Salary Ending Salary Number of employees supervised Professional Non-Professional Summarize your special skills or qualifications for this position Have you ever been discharged or forced to resign from any position for reasons other than layoff due to lack of work? If yes, give name of employer and brief explanation Are you 18 years of age or older? If you are not a United States Citizen, do you have permission to work in the United States from the U.S. Immigration and Naturalization Service? (You will be required to submit proof of your permission to work if employed.)

9 What hours are you able to work? Would you be available for weekend or holiday assignments? HAVE YOU EVER BEEN CONVICTED OF ANY VIOLATION OF LAW OTHER THAN MINOR TRAFFIC VIOLATIONS? If yes, complete the following: Offense Date City and State Fine or Sentence NOTE: CONVICTIONS ARE NOT AN AUTOMATIC BAR TO EMPLOYMENT AND WILL ONLY BE CONSIDERED WHERE A BONAFIDE OCCUPATIONAL QUALIFICATION EXISTS. ATTENTION: READ THE FOLLOWING PARAGRAPH CAREFULLY BEFORE SIGNING THIS STATEMENT A false answer to any question in this application may be grounds for not employing you, or for dismissing you after you begin work. All statements are subject to investigation, including a check of your fingerprints, police records, and former employers. All the information you give will be considered in reviewing your application. CERTIFICATION: I CERTIFY that all of the statements made in this application are true, complete, and correct to the best of my knowledge and belief, and are made in good faith. Applicant Signature Date Signed

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