Administrative Assistant

City of Columbus (WI); Town of Columbus (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

City of Columbus (WI) seeks an administrative assistant to provide clerical and accounting support to city staff and residents. The role handles inquiries, prepares correspondence, and assists departments with scheduling and documentation.

The successful candidate will have a high school diploma or GED, solid computer skills, cashier experience, and the ability to interact professionally with the public. A valid driver's license is required.

Qualifications

• Graduation from high school or GED with related office coursework.
• Working knowledge of computers and electronic data processing.
• Knowledge of modern office practices and procedures.
• Some knowledge of accounting principles and practices.
• Ability to perform cashier duties accurately and deal with the public.

Responsibilities

• Provide administrative support to city staff and citizens.
• Answer phones, greet the public, and provide customer assistance.
• Handle inquiries and refer to appropriate personnel as needed.
• Prepare and edit correspondence, reports, and memoranda.
• Assist with scheduling meetings with department heads.
• Process daily mail and check Dropbox submissions.
• Input cash receipts and reconcile city funds daily.
• Prepare daily bank deposits and reconcile cash drawer.
• Issue licenses, permits, and other items to citizens.
• Assist Public Works and Recreation departments with administrative tasks.
• Support City Clerk with election duties as needed.

Skills

Computers & data processing

Office practices

Accounting principles

Verbal & written communication

Cash handling

Driver's license

Education

High School diploma or GED

Tools

Cash receipts software

Microsoft Office

Job description

Performs a variety of routine administrative and accounting tasks that providing administrative support to city staff and citizens alike.

• Citizen first point of contact for all inquiries.
• Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance.
• Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
• Assists in scheduling meetings with department heads as needed.
• Daily process outgoing mail already prepared by staff.
• Daily check Dropbox for all after hour submissions.
• Reconciles deposits from other departments and inputs information into cash receipts program.
• Prepares daily bank deposits for all city funds and reconcile the City cash drawer daily.
• Issues dog licenses, public works tags, recreation tickets, and other items to citizens as needed.
• Aids the Department of Public Works with administrative tasks such as time entry, invoice entry, and other tasks assigned as necessary to operate accordingly.
• Manages Cemetery Operations in coordination with the Department of Public Works such as coordinating with proper parties, invoice entries, cash receipting, working with vendors on scheduling, and other duties as assigned as necessary to operate accordingly.
• Aids the Recreation Department with scheduling, financial processing of invoices/deposits, management of facilities calendar, and other duties as assigned as needed.
• Assists City Clerk with various election duties as needed.
• Perform related duties as required.
• Operates office machines as required.
• Operates a vehicle to run errands.

Education and Experience:

Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, reception, accounting, or any equivalent combination of related education and experience.

Necessary Knowledge, Skills and Abilities:

(A) Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.

(B) Skill in operation of listed tools and equipment.

(C) Ability to perform cashier duties accurately; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.

Valid state driver's license.