Salary: $48,818.00 Annually
Location : Stevens Point, WI
Job Type: Full-Time
Job Number: 2023-01
Department: Administration
Opening Date: 06/26/2023
Closing Date: 7/7/2023 4:00 PM Central
Summary of Job
Primary responsibility is to assist the Mayor with the Administrative Office management duties. Secondary is to work with the Human Resource Department on an ongoing basis and to be backup when Human Resource Manager is absent. The position is also a back up to the Accounting Department as needed with Payroll.
Tasks Routinely Performed
- Performs reception task for the Mayor’s office. Receives and relays messages. Provides information to callers, visitors and employees or refers to appropriate person. Schedules and coordinates appointments, meetings and events for the Mayor.
- Photocopies and faxes materials, sorts and distributes mail, prepares payment vouchers.
- Monitors State/Federal legislative proposals identified by the League of Municipalities and other industry groups and advise the Mayor.
- Assist in the coordination of interdepartmental projects to assure timely achievement of city goals and objectives.
- Conduct research as requested by the Mayor.
- Attend City Council meetings; as well as other meetings or events as requested by the Mayor.
- Compose correspondence, flyers, announcements, proclamations, forms, etc. for distribution.
- Occasional special events coordination.
- Ensure satisfactions, contracts etc.are signed in a timely manner.
- Independently manage complex constituent inquiries and complaints to resolution efficiently and effectively.
- Perform new employee orientations and enroll employees in their benefits (HR).
- Update labor agreements, mailings to employee/retirees, verifications of employment, name changes/address updates, filing, assist employees/retirees with health insurance questions.
- Back up accounting department with payroll function as needed.
Qualifications
Bachelor’s/Associate degree in Political Science, Public Administration, Human Resources or Communication is preferred; however, a minimum of 5 years prior work experience as assistant to a senior executive in the above listed areas may be substituted and considered.
Physical Demands
- Frequent repetitive movement of arm and neck while speaking on the telephone or typing.
- Frequent standing and walking.
- Frequent sitting at desk while using PC, telephone, etc.
- Infrequent bending, crouching, stooping or kneeling.
- Infrequent lifting of 25 + pounds.
This position description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this position. The incumbent may be required to perform job related responsibilities and tasks other than those stated in this description.
Essential Knowledge & Skills
- Intermediate knowledge of public administration, public/constituent relations.
- Intermediate to advanced skills in oral and written communication, which includes the ability to communicate effectively with elected officials, co-workers and members of the general public.
- Strong organizational skills. Must be able to prepare detailed analyses, reports and recommendations.
- Ability to work independently to coordinate interdepartmental and interagency work projects.
- Ability to locate, comprehend and apply legislative proposals, state laws, municipal ordinances, administrative policies (Human Resources) and labor agreements (HR).
- Intermediate knowledge of computers and software used in data base management, word processing and statistical reporting. Examples of software used: Word, Excel, Publisher, PowerPoint, HR Software and Payroll Software (HR).
- Intermediate to advanced ability to prepare written correspondence, reports and documentation for public presentations.
- Exacting skills in handling sensitive situations and information, inflexible schedules and strict deadlines.
- Knowledge of worker’s compensation/auto laws and ability to file those as required by law (HR).
- Ability to maintain strict confidentiality when dealing with employees, constituents and co-workers.
The City of Stevens Point provides an excellent benefit package.