CITY OF JANESVILLE DIVERSITY STATEMENT:
The residents of Janesville choose this community, not just as a place to live, but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of “Wisconsin’s Park Place”.
OBJECTIVE:
Under general supervision of the Economic Development Director, this position performs varied and complex administrative support to the Economic Development Office. The Administrative Assistant applies advanced clerical and customer service skills in support of the efficient operations of the Economic Development Office. This position also assists with the administration of various development initiatives, research projects, and promotional materials.
RELATIONSHIPS:
Reports to: Economic Development Director.
Has regular work contact with appointed Department, Division, and Office Heads, City employees, developers, vendors, business representatives, contractors local bank representatives, realtors, outside governmental agencies, and the general public.
Supervises: None
ESSENTIAL DUTIES:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.- Provides general clerical and administrative support duties as requested and directed by supervisor; provides general Economic Development information; answers telephones; screens and refers callers to appropriate employee or department; tracks action items and project updates.
- Establishes and maintains files, records, and correspondence, including meeting materials and notices; prepares meeting minutes for the Janesville Innovation Center, assists the Joint Review Board, and Downtown Revolving Loan Fund.
- Composes, drafts, and edits a variety of correspondence, reports, forms, memoranda, and other materials, creates PowerPoint presentations, ordinances, technical reports, and other related materials as requested; reviews written material produced by others to assure accuracy at the direction of the Economic Development Director and Coordinator, as necessary.
- Assists in the preparation of reports, grant applications, certifications, and other federal and state requirements for grant programs or budgeting, including quarterly reports for the appropriate agency; gathers research material and information for special projects, as necessary.
- Provides support for the planning, organization and implementation of City sponsored meetings, workshops, dinners, tours, and similar events; attends meetings at the request of the Economic Development Director.
- Assists with office budget preparation; conducts accounts payable processing, creates purchase orders, requests job numbers, submits billing requests, processes contractor and vendor pay requests, enters, and reviews invoice batches for approval.
- Assists with the development of various marketing materials, including website management, notices, flyers, brochures, information booth materials, and other materials about Office programs and services.
- Maintains accurate records, agreements with Register of Deeds, receipts, filing of purchase orders/vouchers, and executes billing requests in accordance with policies and procedures established by the Clerk Treasurer’s Office.
- Provides exceptional customer service to promote and maintain a positive City image, constructive working environment, and foster pride and professionalism in the workplace and community.
- Answers inquiries from the general public, employees, and other agencies received in person, by telephone, or in writing; when necessary, refers inquiries to the appropriate staff member or department.
- Maintains and organizes Office and staff schedules as needed to arrange meetings; collects and records data of division personnel and activities, including training, registration, attendance, and required documents.
- Updates data and information in project management software, as needed.
- Receives, sorts, and distributes mail to the appropriate employee or department.
- Organizes, maintains, and orders office supplies and materials, as needed.
- Adheres to all Office and City safety policies.
- Maintains confidentiality of the Office and organization regarding pending projects.
- Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.
- Performs other special projects and other job duties as assigned or required during regular and non-business hours.
- All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated.
MINIMUM EDUCATION AND PRIOR EXPERIENCEThe requirements listed below are necessary to perform the essential duties of the position.- High School diploma or equivalent is required.
- A minimum of three (3) years’ progressively responsible of office support, administrative or professional clerical experience is required.
- Access to personal or public transportation for job-related duties.
OTHER QUALIFICATIONSThe qualifications listed below are preferred, but not required to perform the essential duties of the position. The absence of these qualifications on a candidate’s application does not preclude them from consideration.- An associate degree, technical diploma, or professional certificate in in business management administrative professional, or related field is preferred.
A combination of equivalent experience and/or education as determined by the Human Resources Office may be considered in lieu of minimum requirements. COMPETENCIESFor successful performance in this position, the incumbent must demonstrate the following knowledge, skills, abilities, and behaviors.Knowledge: - Thorough knowledge of modern administrative or office support methods, procedures, and practices.
- Working knowledge of records management, report preparation, and filing methods.
- Working knowledge of accounting principles and practices.
- Working knowledge of departmental policies, procedures, rules, and regulations.
Skills: - Excellent time management, organizational, and prioritization skills
- High level of accuracy and attention to detail.
- Intermediate proficiency in Microsoft Applications, including Outlook, Word, Excel, Power Point and Publisher. Experience with Adobe Acrobat.
- Working with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties.
- Advanced in the use of website maintenance and other graphic design platforms to promote programs and services
- Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.
- Exceptional communication skills, both verbally and in writing, paired with a strong customer service background, and effective interpersonal skills.
- Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.
Abilities: - Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
- Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages.
- Ability to comprehend and interpret state statutes and City ordinances.
- Ability to interact with a diverse group of people in providing answers to a variety of questions regarding public transportation and other City operations, where appropriate.
- Ability to successfully interact with a diverse group of individuals while always maintaining a positive attitude and professional demeanor.
- Ability to receive, screen, address, and/or refer visitors and incoming telephone calls in an efficient, courteous, and professional manner.
- Ability to maintain files in a filing system and compile, assemble and distribute information per set procedures.
- Ability to maintain confidentiality in the Economic Development Office and the City of Janesville, possess a high level of integrity, and exemplify a professional work ethic, demonstrate tact and decorum, and display a positive, welcoming, and friendly attitude to all.
- Ability to work independently with minimal supervision, manage time effectively, and meet assigned deadlines.
- Ability to communicate effectively, both in verbal and written form, and to follow verbal and written instructions in a timely manner.
- Ability to work with minimal supervision and within the boundaries of areas of responsibility.
- Ability to prioritize and organize a variety of projects, workload schedules, records, reports, and multiple tasks in a diversified, fast paced environment.
- Ability to work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometime competing, work assignments, with accuracy and attention to detail.
- Ability to accurately complete and maintain required data and reports.
- Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.
Behaviors: - Establish and maintain effective working relationships with Department, Division, and Office Heads, City employees, developers, vendors, business representatives, contractors local bank representatives, realtors, outside governmental agencies, and the general public.
- Exhibit exceptional professionalism, tact, and decorum in all areas of work duties.
- Strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality.
- Interact positively with a diverse group of individuals, and work effectively both as part of a team and independently.
- Embrace and actively promote an inclusive and equitable work environment.
- Conduct all business and working relationships in an accurate, fair, equitable and highly ethical manner.
- Work with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties
- Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries.
- Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish division and City goals.
EQUIPMENT, INSTRUMENTS, AND MACHINES:
Machinery and equipment including personal computers, printers, 10-key calculator, laminator, binding and folding machines, digital camera, telephones, fax machines, copiers, scanners, and specialized office equipment.
WORKING CONDITIONS AND PHYSICAL FACTORS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in an office environment. An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing or pulling objects. The employee is frequently required to see/observe, talk/speak, and listen/hear; use their hands to finger, handle, feel, or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included. There is frequent twisting, reaching, wrist turning, and grasping. The employee may be required to climb or balance.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. Employee is required to use cognitive ability to reason, analyze, and verbalize thoughts and ideas. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials or tasks.
The employee will spend the majority of the working day inside speaking with other employees or members of the public. The working conditions in the office are comfortable. The noise level is generally quiet to moderately noisy.
A flexible, Monday – Friday, 20-hour work schedule is required for this position. Specific hours are flexible and can be discussed to meet the needs of the department. Occasional attendance at night meetings and special events may be required.
For purposes of drug and alcohol testing, this position is not classified as safety sensitive.
DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. 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, or is responsive to the needs of the City of Janesville.
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.
The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
