Overview
National Svc Recruitment & Admin Coordinator Jobs in Seattle, WA at United Way
The Village of West Milwaukee is hiring an Administrative Assistant! Completed applications must be received no later than Friday, May 2, 2025, at 5:00 P.M.
ADMINISTRATIVE ASSISTANT POSITION DESCRIPTION
Immediate Supervisor(s): Village Administrator and Village Clerk
The Administrative Assistant has a fundamental role at the Village, working collaboratively across departments, delivering services with a standard of excellence. The Administrative Assistant works under the supervision of the Village Administrator and Clerk, executing day-to-day operations and special projects.
The Administrative Assistant is the first point of contact for the Clerk’s Office. This role provides a variety of administrative support including, but not limited to, answering and routing all incoming phone calls promptly and politely, greeting and directing all visitors to the appropriate person, excellent customer service, payment processing, the processing of municipal applications, report generation, preparing official communications, website, and social media management, assisting with the administration of elections, and special projects as assigned. This is a full-time position and work hours are 8-4:30 pm however; additional hours may be required to attend official meetings, during elections, tax collection, or other times of increased demand.
ESSENTIAL FUNCTIONS, DUTIES & RESPONSIBILITIES
Tasks include but are not limited to answering incoming phone calls, emails, and in-person communication, and providing accurate information to the public. This position acts as the first point of contact and should provide prompt and professional customer service.
Handles general complaints and inquiries
Acts as cashier, prepares deposit slips and completes related cash receipting procedures.
Schedule appointments and reservations for rentals at the West Milwaukee Community Centre.
General administrative assistance to the following Governmental employees: Village Administrator, Clerk, Clerk Office staff, Building Inspectors, and Public Works Director.
Intake and entry of various permits and fees including building, HVAC, plumbing, electrical, plan reviews, fences, signs, right of way, and similar permits.
Work directly with Inspectors to ensure inspections and permits are processed in a timely and efficient manner.
Responsible for organizing the Employee Recognition Program. Maintenance of anniversary dates and organization of recognition letters for the program. Arrange check disbursements and order Village merchandise as provided in the program guidelines.
Sort and distribute incoming mail.
Maintain various Village departmental forms, applications, and processes.
Assist with updating and maintaining the Village’s website and social media accounts.
Order office supplies.
Elections assistance includes but is not limited to voter registration, absentee voting at the counter, mailing of absentee ballots, and onsite assistance at voting locations.
Data entry for various departmental invoices into accounts payable.
Creation, preparation, and coordination of all articles for the Village Newsletter; notification and follow-up of deadlines of the Village-wide distributed newsletter.
Assist in coordinating applications, agendas, posting minutes, etc. of various Village Board, Committees, and Commissions.
Preparation of various annual, monthly, and weekly departmental reports including those for presentation to the Village Board.
Performs a variety of clerical functions as needed to accomplish work routines, including filing, photocopying, scanning, and faxing documents.
Perform general office duties and special projects as assigned.
Process Beverage Operator License applications
ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES
Competency with Microsoft Office.
Understanding of or desire to learn social media and website management.
Customer-oriented and service-driven.
General understanding of financial and human resources functions.
Strategic and critical thinking skills.
A mindset of continuous improvement and learning.
Effective time management, task prioritization, and organizational skills.
Ability to work independently or in a team and manage deadlines.
Eager to work as a team and support colleagues.
Effective written and verbal communication skills.
Ability to maintain strict confidentiality as it relates to human resources.
REQUIRED EXPERIENCE, EDUCATION AND TRAINING
In evaluating candidates for this position, a combination of education, training, and experience that provides the necessary knowledge, skills, and abilities to perform the duties of the position may be considered.
Graduation from an accredited college or university with an associate’s degree in human resources, finance, public administration, or related field is preferred.
Demonstrated experience is acceptable.
May be required for duty beyond the normal workday as needed to attend official meetings, receipt tax payments, and/or elections at the request of the Village Administrator or Clerk.
WORK ENVIRONMENT/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 position.
Reasonable accommodation may be made to enable individuals with qualifying disabilities to perform the essential functions.
Mobility: The ability to move around an office environment. Frequently sitting, walking, standing, and occasionally climbing stairs or ladders.
Lifting and Carrying: Occasionally lifting, reaching, and carrying materials or supplies weighing 20 to 30 pounds. This may include documents, supplies, or other items needed for operations.
Driving: Operating a motor vehicle to travel between different sites, attend meetings, or perform other job-related tasks. A valid driver’s license is typically required.
Manual Dexterity: The ability to manipulate small objects, use hands frequently to handle or feel objects, tools, or controls. This may include tasks such as operating computer keyboards, 10-digit keypad, postage devices, and other office equipment and devices.
Visual Acuity: Sufficient vision to read written and electronic materials. This includes near vision for reading fine print and distance vision for assessing larger areas or objects.
Hearing: Adequate hearing to communicate effectively with others in person and by telephone. This includes the ability to hear, understand, and communicate verbal information. The work environment noise level is low to moderate.
ESSENTIAL KNOWLEDGE SKILLS:
Basic knowledge of the organization, purpose, and functions of Village Government and Wisconsin Statutes.
Basic knowledge of the Village Board, Commissions, and Committees.
Basic knowledge of the functions of the Village Clerk/Treasurer.
Ability to communicate effectively and diplomatically with Village Officials, Public Officials, residents, media representatives, and individuals and groups seeking information or assistance.
EQUIPMENT OR MACHINERY USED IN PERFORMING TASKS LISTED:
Computers; printers; facsimile transmission equipment; photocopiers; tape recorders and calculators. Proficient with Excel, Microsoft Word, and Microsoft Outlook. Knowledge of PowerPoint and Publisher is a benefit.
Due to the confidential nature of the position, the Administrative Assistant position requires absolute discretion and schedule flexibility to assist the Village Administrator and Clerk in conducting Village business.
A police background check will be required.
Nothing in this job description reflects management’s right to assign or reassign duties and responsibilities to this job at any time. 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.
Job Type: Full-time
Pay: From $21.00 per hour
Benefits:
401(k)
Dental insurance
Flexible spending account
Health insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Work Location: In person
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Title: National Svc Recruitment & Admin Coordinator
Company: United Way
Location: Seattle, WA
