Hybrid Administrative Support Professional bei City of Monona, WI

About the Department

The Administrative Support Professional is the primary public contact at City Hall greeting visitors, taking phone calls, answering questions, and directing people to the appropriate resource.  Additionally, this position provides general administrative support for the functions of the City administration office, including licensing, elections, accounting, building inspection, planning, and public works.

This is a full-time position with full benefits.  Hours for this position are Monday-Friday, 8:00 am-5:00 pm. 
This position will be open until filled.

Position Duties

• Operate multi-line phone system to answer, screen, or forward calls as appropriate.
• Greet persons inquiring at City Hall and provide information or service as needed.
• Hear and resolve or appropriately direct complaints from the public. 
• Receive payment, record receipts, and keep logs as needed for utility bills, property tax payments, pet licenses, building permits, and various licenses and permits.
• Assist City Clerk with the issuance and record-keeping of City licenses.
• Assist City Clerk with the fulfillment of open records requests.
• Assist residents in voter registration and casting in-person absentee ballots.
• Assist City Clerk in all aspects of election preparation and recording, including polling place setup, poll book creation, absentee ballot generation and mailing, and election-day duties.  
• Perform administrative support tasks as assigned or requested, such as drafting and proofreading documents, website, and newsletter content; coordinating and assembling mailings; photocopying and faxing; posting meeting agendas; coordinating meetings, data entry, and other tasks as requested.
• File and maintain all committee agendas and minutes.
• Coordinate requests for special assessment searches.
• Collect, sort, distribute, or prepare mail, messages, or courier deliveries; maintain postage meter and coordinate postage funding.
• Inventory and order office supplies and maintain supply room; coordinate ordering with multiple departments for quantity-priced items.
• Deliver mail and bank deposits as necessary.
• Perform data entry and respond to inquiries for the water utility in the absence of the Utility Clerk.
• Direct patrons for Monona Municipal Court in the absence of the Court Clerk.
• Other tasks as assigned.

Minimum Qualifications

• High school diploma or G.E.D. equivalent
• Excellent customer relations skills
• Excellent oral and written communication skills
• Two years customer service experience preferred

Other Qualifications

• Knowledge of and experience with Microsoft Office programs, including Word, Excel, and Outlook
• Ability to learn and become proficient in using various other computer applications and software.
• Experience in using general office equipment, including phone/switchboard, printer, photocopy machine, scanner, calculator, fax machine, postage machine
• Ability to effectively communicate both verbally and in writing
• Service orientation: ability to actively listen, search for information, and find ways to solve problems
• Ability to multi-task and complete tasks notwithstanding multiple interruptions
• Ability to perform basic math functions
• Ability to use reasoning and exercise judgment to apply general rules to specific problems
• Ability to read maps in order to accurately give information or answer questions regarding City streets and facilities

• Ability to sit or stand for long periods of time and to move often from one activity to the next
• Ability to sustain repetitive physical activity (e.g., key entry) and mental activity (e.g., proofreading) 
• Ability to convey information effectively both on the phone and in person
• Ability to hear to understand the speech of another person
• Ability to see details at close range (within a few feet of the observer)