Clerical Assistant - Part Time

This position provides clerical and administrative support to the Clerk/Treasurer's Office.

Schedule: TBD - 20 hours per week, occasional nights and weekends required
Starting hourly rate: $20.3139
Initial interviews: TBD
Start date: TBD
Explore the City's benefits here: City of Waukesha Benefit Guide

Essential Job Functions The job functions listed herein are neither exclusive nor exhaustive, but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

1. Provides courteous and efficient customer service and presents a positive image for the department and the City. Point person for walk-in traffic.
2. Provides clerical, record keeping and mail processing functions; answers telephones and routes calls.
3. Conducts research on customer inquiries and complaints; responds as appropriate and/or directs to responsible department, supervisor or other individual. Utilizes good judgment with customer encounters and respects confidentiality.
4. Processes a wide variety of permit applications (e.g., street closing, parade, public event, sidewalk cafe, extension of premise, sidewalk vendor, etc.) while ensuring that all City ordinances are followed.
5. Acts as web liaison for department; may create and maintain webpages.
6. Utilizes License Manager to process Operator's Licenses.
7. Issues dog and cat licenses.
8. Assists with voter registration and election administration duties, including absentee requests, nursing home ballot preparation and central count processing; performs statewide voter database entry and maintenance, including voter matches, felon matches and death matches, generates ping letters, merges and deletes records; records votes; generates voter lists and/or statistics for campaign parties or candidates.
9. Receipts customer payments for taxes, invoices, licenses and permits and health insurance premiums. Balances tax collection cash drawer and assists with tax mail batches entry at tax time.
10. Handles Cigarette and Alcohol reporting to State Department of Revenue and liquor distributors.
11. Processes claims and disallowance of claims.
12. Maintains calendars and schedules appointments.
13. Maintains city documents, directories and files, scans, stores, retrieves and maintains electronic documents. Assists with public record requests.
14. Performs office management tasks; orders and maintains office supplies inventory; maintains or arranges service for office equipment; maintains an orderly and clean public reception area.
15. Prepares and publishes notices.
16. Assists with Code Book updates of Ordinances and Resolutions
17.Provide Notary services.

Graduation from high school plus 2 years of technical training and 1 -3 years of office experience providing clerical and administrative services; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

Knowledge of
*Department policies and procedures.
*City ordinances and other regulations pertaining to job functions, including City licensing requirements, liquor and tobacco laws, and election procedures.
*Business English, including grammar, punctuation, format and tone.
*General office procedures and the use of standard office equipment and relevant software programs.
*The State Wide Voter System (SVRS) software and procedures.

Ability to
*Understand and follow oral and written instructions.
*Multitask and prioritize workload.
*Work independently with minimal supervision.
*Establish and maintain effective working relationships with supervisors, coworkers and the general public.

Skill in
*Oral and written communication.
*Organization and attention to detail.
*Dealing courteously and professionally with others.
*Typing at a minimum speed of forty (40) WPM.

Necessary Special Requirements
Statewide Voter Registration System Certification; Notary License; ability to pass a criminal and financial background check.
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.
*Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment.
*Specific vision abilities required by this job include close vision, prolonged visual concentration and the ability to adjust focus.
*While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
*The employee is occasionally required to bend, climb, balance, stoop, kneel, crouch, or crawl.
*The employee must occasionally lift and/or move up to 25 pounds.