Job Description
Salary: $21.70 - $27.73 Hourly
Location : Menasha, WI
Job Type: Full time
Job Number: 2024-13
Department: Public Works
Opening Date: 06/12/2024
Closing Date: 7/1/2024 4:00 PM Central
Summary of Job This is a full-time, skilled para-professional position with the Department of Public Works.
The Administrative Assistant, under general supervision of the Director of Public Works or immediate appointed supervisor, will be responsible for providing a variety of professional administrative support to the Public Works, Engineering, Building Services, Parks, Forestry and Cemeteries and/or Community Development Departments.
Essential Duties and Responsibilities - Interact and respond professionally and courteously to inquiries in person and through answering the department's central phone line, including transferring callers and visitors to appropriate personnel.
- Establish and maintain the files of departmental records and contract project files.
- Compose, type, edit and proofread correspondence and memoranda.
- Operate a variety of office machines, including but not limited to personal computers, fax machines, copiers, telephones, and calculators.
- Open, sort, and distribute incoming mail and prepare, sort, and send outgoing mail.
- Update and make current department voicemail systems.
- Send internal and external e-mails and perform internet searches.
- Prepare and complete office forms, reports, records, documents, specifications, public hearing notices, brochures, program flyers, newsletters, real estate transfer documents, project plans, plan documents, street use permits, excavation permits, bid documents, and other documents as assigned.
- Prepare and disseminate agendas, packets, and mailings for the Board of Public Works or other commissions as assigned.
- Issue street excavation and street occupancy permits and maintain applications, along with insurance certificates, deposits, and bonds.
- Collect fees and issue receipts for refuse collection, recycling tags, and street use or street excavation permits.
- Organize, schedule, and maintain documentation for Special Events.
- Issue public works project plans and bid documents while maintaining the corresponding bid information records.
- Issue and maintain bidder's proof of responsibility/prequalification forms and files.
- Prepare and maintain purchase orders.
- Accurately and timely prepare, calculate, and transmit weekly timesheets and punch cards to the payroll department for Public Works, Engineering and/or Community Development employees.
- Maintain and track daily attendance records for Public Works employees while maintaining confidentiality regarding employee information.
- Prepare and organize distribution of letters, packets, calendars, and other information to the public and City of Menasha residents.
- Generate, enter and record daily fuel reports for city vehicles, monitor fuel costs and order fuel when necessary.
- Administer and monitor dumpster rentals for short-term projects.
- Generate notices to residents and property owners who are in violation of city ordinances.
- Prepare work orders for the billing of miscellaneous services provided by the Public Works Facility staff.
- Maintain the city's solid waste and recycling cart database.
- Maintain and balance cash drawer and month receipt report.
- Update and maintain department website pages.
- Prepare and maintain departmental records and reports as assigned.
- Substitute for other administrative staff throughout the city when assigned.
- Perform all other related job duties as assigned.
- Report for work as scheduled.
Qualifications POSITION REQUIREMENTS/QUALIFICATIONS
Requires a high school diploma or equivalent and a minimum of two to three years of office-related and/or administrative assistant work experience; Associate degree preferred. Must also have the ability to provide the following knowledge, skills and abilities:
- Proficient in a variety of Microsoft products (i.e. Access, Excel, Word, Publisher) in addition to other software programs (i.e. Fuelmaster, Jet Fleet, Macromedia, Quest).
- Ability to function efficiently and accurately under pressure; make informed decisions; maintain administrative, fiscal, and general records; and to prepare reports and field questions from records.
- Considerable knowledge of modern office methods, machines, and procedures.
- Considerable knowledge of commercial arithmetic, business English, proofreading and spelling.
- Considerable knowledge of data processing and spreadsheet applications. Microsoft Word, Excel, Access, Publisher, and other computer programs.
- Ability to type neatly and correctly from plain copy at a tested rate of at least 50 words per minute.
- Ability to competently perform alphanumeric data entry.
- Ability to perform multiple and varied clerical tasks under specific deadlines and operate a variety of office machines (telephone/voicemail, facsimile, photocopier, calculator, personal computer).
- Ability to maintain accurate and complete records and prepare clear and detailed reports.
- Ability to communicate effectively, orally and in writing.
- Ability to develop and maintain effective working relationships with other employees and deal courteously and tactfully with the public.
CERTIFICATES, LICENSES, REGISTRATIONS
Certification or post high school coursework in computer and clerical applications or related study.
Job Knowledge, Skills and Abilities PHYSICAL DEMANDS
The physical demands described herein 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, stand, walk, and use both hands to handle, touch, grasp; reach with hands and arms, speak, and hear.
- Specific vision abilities include close and distant vision, peripheral vision, depth perception, and ability to focus.
- Ability to lift 50 pounds on a frequent basis.
- Overtime and changes in scheduled shifts may be required.
FUNCTION OF POSITION DESCRIPTION
This position description has been prepared to define the general duties of the position, provide examples of work and to detail the required knowledge, skills, and abilities as well as the acceptable experience and training for the position. The description is not intended to limit or modify the right of any supervisor to assign, direct, and control the duties of employees under supervision. The City of Menasha retains and reserves any and all rights to change, modify, amend, add to or delete from any portion of this description in its sole judgment.
This job description is not a contract for employment.
The City of Menasha is an equal opportunity employer. In compliance with the American Disabilities Act, the city will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Network Health Insurance
Four (4) plan options, 10% employee premium contribution
Dental Insurance
Delta Dental, 10% employee contribution, 80/20 co-pay
Vision Insurance
Materials only, 10% employee contribution
Holidays
Eight (8) recognized, paid holidays along with five (5) additional floating holidays for non-represented full time employees.
Vacation
Generous vacation time for hourly and salary employees starting one month after hire
Sick Leave
Non-represented, full time employees earn sick leave at a rate of one (1) day per month
Deferred Compensation 457 plan
Employees can contribute through payroll deduction tax deferred amounts to a IRA type mechanism. The City also contributes.
FLEX 125 (FSA)
Tax deferred medical and dependent care expenses
Retirement/ Pension
- Wisconsin Retirement System Member: Consistently in the top 10 defined benefit plans in the US, the WRS Retirement Benefit is a pension plan that is intended to provide public employees with a lifetime retirement payment.
- For 2024 both the City of Menasha and Non-represented employees contribute 6.9%
Job Tags
Hourly pay, Holiday work, Full time, Contract work, Temporary work, Work experience placement, Immediate start, Flexible hours, Shift work,