Administrative Asst Community Service

ADP, Inc.; City of Pewaukee (WI); On-site; USD 40,000 - 60,000; Full time

Job summary

City of Pewaukee is seeking an Administrative Assistant/Office Manager to support the Department and Building Services staff. You will manage day-to-day operations, review permits, schedule inspections, and maintain records, ensuring procedures are followed and inquiries are addressed promptly.

The role requires strong MS Office skills, excellent communication, and the ability to coordinate budgets, meetings, and travel.

Qualifications

• Requires high school diploma or equivalent.
• Experience as Administrative Assistant or Office Manager preferred.
• Familiarity with building inspection and planning processes is helpful.

Responsibilities

• Assist in managing day-to-day operations of the Department, including clerical functions and scheduling.
• Review applications, issue permits, schedule inspections, and track bond information.
• Assist residents, builders, and developers through the City's permitting process.
• Maintain and organize files, permits and plan sets including scanning and archiving.
• Create letters, orders for noncompliance, and coordinate code enforcement with the Sheriff's Department.
• Prepare letters, agendas, minutes, emails and documents as necessary.
• Coordinate travel arrangements for meetings and trainings.
• Oversee Building Services software upgrades and new forms/permitting processes.
• Maintain office supply inventory within budget.
• Assist with City web page maintenance updates.
• Manage Accounts Payable/Receivable and assist in annual budget.
• Assist in preparing the Department’s annual report and fee review.
• Provide backup administrative staffing to Parks and Recreation and procure supplies.
• Provide excellent customer service to the public and staff.

Skills

Office administration

Microsoft Office

Communication

Organization

Customer service

Scheduling

Education

High school diploma

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Publisher

Job description

Performs day-to-day office administration duties and provides administrative and managerial support for the Department and Building Services Staff. This position efficiently manages the office in a manner that assists coworkers, staff and the general public. This includes monitoring staff schedules and office coverage, overseeing the inspection schedule and Department calendar, ensuring office procedures are followed, and that permits and inquiries are reviewed and completed in a timely manner. Work is performed under the limited supervision of the Planner and Community Development Director.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include but are not limited to the following:

• Assist in managing day-to-day operations of the Department, including completing, assigning, and monitoring clerical functions,monitoring staff schedules and office coverage, overseeing the inspection schedule and Department calendar, and ensuring office procedures are followed.
• Building permits: review applications, issue permits, schedule/assign inspections, create daily inspection log, answer customer questions, close permits when complete. Track all bond information including Occupancy & Erosion Control Permit refunds.
• Assist residents, builders, and developers through the City’s permitting process including requirements for permit submittals, fees, and all processes that support the public in obtaining permits and other requested documentation.
• Maintain and organize files, permits and plan sets including scanning, filing and archiving Department files for record retention.
• Create letters and orders for noncompliance issues, code enforcements and property maintenance violations; coordinate code enforcement matters and issuing of citations with assistance from the Sheriff’s Department when necessary.
• Create letters, presentations, meeting agendas, hearing notices, minutes, emails and documents as necessary.
• Assist Building Services staff in scheduling conferences, webinars, trainings and other meetings as necessary including coordination of travel arrangements, including lodging and transportation.
• Responsible for implementation, training and upgrades to Building Services software and assisting Department staff to ensure proper use throughout the Department. Plays a key role with software updates, including new software programs and upgrades, the implementation of new forms and permits, and other services that will be cost efficient, increase Department efficiency and improve customer service.
• Maintain office supply inventory and procure new supplies as needed within budget constraints.
• Assist with City web page maintenance updates for the Department.
• Organize, manage, and track all Accounts Payable and Receivables and assist Director in keeping within annual budget limits.
• Responsible for invoicing contracted accounts and manage and balance monthly billings and invoices.
• Assist Director in the preparation of the Department’s annual report for Plan Commission and Common Council review and an annual review of Department fees.
• Assist in and provide backup administrative staffing services to the Parks and Recreation Department including program registration. Responsible for remaining up-to-date on Parks and Recreation Department policies and procedures. Procure supplies for the Parks and Recreation Department as requested.
• Provide excellent customer service and positive public relations by being polite, courteous, professional and enthusiastic in-person, over the phone or via email with the general public, co-workers, Alderpersons, the Mayor, and other staff members of the City of Pewaukee.
• Assists Director in maintaining a positive work environment within the Department including organizing and planning events and activities.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Comprehensive skill and knowledge to operate standard office equipment and related hardware and software. Ability to learn and operate standard records software systems.
• Ability to maintain effective communication channels with customers and staff.
• Ability to be self-motivated and organize/prioritize tasks under limited supervision.
• Ability to learn and communicate local codes and ordinances.
• Ability to prepare and maintain various property-based records and reports.
• Ability to prepare general business correspondence with relation to building services.
• Must have a full working knowledge of Microsoft Excel, Microsoft Word, Microsoft Power Point, Microsoft Publisher and email.

EDUCATION and/or EXPERIENCE

High school diploma or equivalent. Moderate experience working as an Administrative Assistant/Office Manager role with increasing responsibilities is a plus. Familiarity with Building Inspection and Planning and Zoning processes, procedures and terminology is helpful with this position. Equivalent combination of education and experience may also be considered.

CERTIFICATES, LICENSES, REGISTRATIONS

None.

LANGUAGE SKILLS

Must be excellent communicator (both written and verbal) in English.

MATHEMATICAL SKILLS

Ability to make arithmetic computations using whole numbers, fractions and decimals. Ability to calculate rates, ratios and percentages. Ability to calculate square footage and have knowledgeable use of a scale. Familiar with reading a basic blueprint or plan.

REASONING ABILITY

Ability to define and resolve problems and deal with a variety of situations in stressful situations. Ability to use good judgment, plan work, establish priorities and delegate.

PHYSICAL DEMANDS

This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 20 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires standing and reaching with hands and arms and occasionally requires walking, climbing or balancing, stooping, kneeling, crouching or crawling, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).