Overview
Admin Assistant Jobs in Waukesha, WI at Innovative Signs
We’re seeking a highly organized and detail-oriented Administrative Specialist to support our Community Development team! In this role, you’ll provide excellent customer service by answering phone calls, responding to internal and external inquiries, and managing front-counter activities. You will also handle open records requests and assist with budget preparation and administration. Working under the general supervision of the Community Development Director, you will also support and receive guidance from other department managers and the department director.
Essential Job Duties
What You’ll Do in This Role:
Provide customer service and information to customers, City staff, and outside agencies. This includes answering calls, responding to concerns, and managing front desk scheduling.
Prepare, proofread, and independently create various reports, letters, memoranda, meeting minutes, and statistical data.
Attend meetings, prepare agenda packets, take and prepare minutes, and disseminate information.
Support budget preparation and perform financial duties, including monitoring expenditures, processing purchase orders, reconciling purchasing cards, handling invoices, maintaining budget records, and supporting grant applications and reimbursements.
Manage open records requests by gathering and uploading information to the appropriate software for community access.
Maintain and manage department filing systems, develop and implement new systems, and update them as needed.
Manage the department and director’s calendar, coordinating activities with other City departments, the public, and outside agencies.
Prepare legal notices and related documents, ensuring they meet legal requirements.
Operate various office equipment and software to manage information, support department programs, and update the department website.
Prepare monthly departmental reports and statistical records on activities and operations.
Assist in various department operations and perform special projects and assignments.
Become familiar with and provide backup support for building permit processes.
Minimum Qualifications
You Have:
A high school diploma or GED equivalent.
Three years of increasingly responsible experience in administrative support.
Excellent customer service skills, both written and verbal.
Proficiency in using computers, specialized software, and office equipment.
Knowledge of record-keeping principles and maintaining confidential records.
Ability to prepare clear and concise reports and business correspondence.
High level of initiative and self-management.
Ability to set realistic goals, complete assignments independently, and continuously learn and apply new skills.
Supplemental Information
What We Can Offer You:
Comprehensive medical, dental, and vision insurance.
Ample personal time off (PTO) and 11 paid holidays.
401(a) retirement plan and optional deferred compensation plan.
Basic life insurance and accidental death & dismemberment (AD&D) coverage.
Long-term disability coverage.
Paid Family and Medical Leave (FMLA).
Access to Employee Assistance Program (EAP).
Free access to the Durango Community Recreation Center and Chapman Hill Ice Rink & Ski Area.
Holistic Employee Wellness Program, addressing physical, mental, financial, and professional well-being.
Free transit pass and family member discounts.
Reimbursement for job-related classes to foster continuous learning.
Sixteen hours of volunteer time off per year to support local non-profit organizations.
Belong at the City of Durango:
We believe in creating an inclusive workforce that welcomes diversity of thoughts, viewpoints, and experiences.
The City of Durango is an Equal Opportunity Employer. We do not discriminate on the basis age 40 and over, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation or any other applicable status protected by state or local law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.
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Title: Admin Assistant
Company: Innovative Signs
Location: Waukesha, WI
