Customer Service Representative

Ashwaubenon, Village Of (WI); Ashwaubenon (WI); On-site; USD 25,000 - 34,000; Full time

Job summary

The Village of Ashwaubenon is seeking a customer service oriented administrative assistant to support Public Works, Engineering, Sanitation, and Building Inspection. The role handles walk-in inquiries, processes payments, schedules inspections, and maintains records.

Responsibilities include answering the main village hall line, coordinating with departments, handling short-term rental applications, and drafting meeting minutes for boards and committees, with budget support as needed.

Qualifications

• High school diploma or equivalent required; office training preferred.
• 1+ year of office experience or related training.
• Strong communication and secretarial skills; confidentiality.
• Proficient in MS Office; typing 35 wpm; reliable record-keeping.

Responsibilities

• Greet walk-in customers at the central counter; handle permits and inspections.
• Answer main Village Hall phone; assist Public Works and Building Inspection lines.
• Manage Short-term Rentals applications; collect fees and schedule inspections.
• Process receivables receipts and respond to inquiries.
• Prepare documents for boards; draft minutes; assist with annual budget prep.

Skills

Customer service

Communication

Record keeping

Multitasking

Typing speed 35 wpm

Education

High School Diploma or equivalent

Post-secondary office training preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

ArcView GIS

Permit software

Job description

This position is responsible for handling in-person customer requests and answering Village telephone lines for the Public Works (Streets, Engineering and Sanitation) and Building Inspection departments. This position is also responsible for receipting daily accounts receivable payments. In addition, this position performs administrative duties for the Public Works (Streets, Engineering and Sanitation) departments, Building Inspection department, and other departments (as needed).

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following is illustrative of the essential duties of the position and does not include other nonessential or peripheral duties that may be required.

• Provide customer service to walk-in customers at the central counter, including handling of building permits, scheduling of inspections and meetings, receipt of various payments and general questions. This task includes connecting the customers to the appropriate village employee or department for further assistance and developing a strong, high-level working knowledge of Village operations.
• Responsible for answering the main telephone line into the Village Hall and providing appropriate assistance. Also answers the Public Works (Streets, Engineering and Sanitation) and Building Inspection departments’ telephone lines. Secondary back-up to the Utility (Water, Sewer, Storm Water) phone lines.
• Responsible for managing Short-term Rentals process, including collection of applications and fees, scheduling inspections, and directing on-going room tax collections to the Treasury Department.
• Responsible for managing the receivables receipting process, including providing customer service on any related inquiries.
• Operates as the Public Works (Streets, Engineering and Sanitation) and Building Inspection secretary handling the following tasks:
  • Responsible for the maintenance of records, documents and communications.
  • Collects and compiles information on miscellaneous projects, as requested.
  • Responsible for the preparation of documents; including (but not limited to); requests for proposals, memorandums, charts, forms and other documents that provide key information to vendors, village elected officials and citizens.
  • Prepares information for various boards and committees as directed.
  • Drafts minutes for the Board of Zoning Appeals. Serves as back up for minute-taking for other boards and committees on a limited basis.
  • Assists (as requested) in the preparation of annual village budget documents.
• Performs other duties as requested by the Director of Community Development and Director of Public Works.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge and understanding of municipal government; including operations, ordinances, policies, and procedures.
• Considerable skill in record keeping and performance of all secretarial duties; including (but not limited to) filing, file maintenance, data/document retrieval, typing, document editing/proofreading, copying, recording meeting minutes and notes.
• Strong computer operational skills; including working knowledge of modern office and computer equipment, typing skills at a minimum of 35 words per minute, working use of Microsoft Office applications (specifically Microsoft Word, Excel and Outlook), ArcView/GIS, permit software and knowledge of other internal operating software applications.
• Exhibit strong communication skills with both internal and external customers. Ability to effectively communicate and work cooperatively with all employee levels of the organization, elected officials and the general public.
• Strong level of continued empathy when assisting residents with concerns about the Village and/or its operations.
• Ability to process confidential information with discretion; organize, schedule, and prioritize work, and work independently.
• Ability to carry out assigned projects without detailed instructions and with minimum supervision.
• Ability to work cooperatively with others and to deal tactfully and effectively with the public.

MINIMUM EXPERIENCE, EDUCATION, AND TRAINING

• High School Diploma or Equivalent
• Post high school education in business or office training preferred
• Minimum of (1) year equivalent office experience or training which provides the required knowledge, skills, and abilities.

PHYSICAL DEMANDS

• Lift and carry up to 25 pounds.
• Frequent sitting, standing, and walking, and occasionally required to climb, balance, reach, stoop, kneel or crouch.
• Ability to focus on projects for long periods of time.
• While performing the duties of this job, the employee is frequently required to sit, stand, walk, use hands and fingers, reach with hands and arms, and talk and hear.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

The first review of application materials will be November 4, 2026. The position will be open until filled.