City of Wisconsin Rapids
Administrative Assistant – Clerk’s Office
The successful candidate will assist the Clerk in registering voters; maintaining voter registration
records; performing election duties; and organizing and maintaining City files, records, and documents.
Requires a high school education, supplemented by formal training in office administration or personal
computers, including training in Microsoft Office, and two years of clerical work experience; or any
equivalent combination of training and experience. A strong background in Access is preferred.
Pay rate is $19.22 - $21.75 per hour, with an excellent benefit package.
A complete job description and application are available at www.wirapids.org. Applicants may submit a
cover letter, resume, and application to:
City of Wisconsin Rapids
Human Resources Department
444 West Grand Avenue
Wisconsin Rapids, WI 54495-2780
or
bbakunowicz@wirapids.org
EOE
The City of Wisconsin Rapids
Position Description
Name:
Departmen
t:
Position
Title:
Administrative Assistant –
Clerk’s Office
Date:
March 3, 2015
Clerk’s Office and other City Departments
as needed
Pay
Grade:
Normal Work
Hours will be:
8 a.m. – 4:30
p.m.
Reports To:
City Clerk
FLSA
:
_____________________________________________________________
_________
Purpose of Position
Assists with the custodial responsibilities, including organization and maintenance, of the City
Clerk’s and Common Council’s files, records, and documents. Provides clerical assistance and
reception duties primarily for the Clerk’s Office, but provides backup for Assessor’s Office,
Finance Department, Engineering, Parks & Recreation, Planning & Economic Development, and
all other City departments as needed. Assists with registering voters, maintaining voter
registration records and performing various election duties. Performs financial transactions.
Supervision Received
Works under the general supervision of the City Clerk, who outlines departmental policy, makes
work assignments, and evaluates work in terms of effectiveness of results. Performs duties with
some independence; exercises judgment and tact in answering inquiries and determining
correct courses of action and matters warranting manager’s attention.
Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as
exclusive or all-inclusive. Other duties may be required and assigned.
Performs a variety of clerical work, including data entry and typing forms, statements, letters,
agendas, minutes, receipts, vouchers, reports, notices, legal documents, permits, complaints,
schedules, and other material from copy, rough draft, dictating machine, or general
instructions.
Hourly
Composes form letters; forms; announcements; and Board, Commission, and Committee
agendas and minutes, as well as other routine business correspondence. Prepares rough draft
narratives and tabulations.
Generates and maintains numerous reports in computer systems, including, but not limited to,
Microsoft Office, specifically, Word, Excel, Access, and other City software databases.
Provides excellent customer service for all City departments. Receives and responds to all
telephone calls and in-person inquiries and provides information on various Department
programs, as well as other information, including, but not limited to, ordinances, resolutions,
Common Council actions, reservations, registrations, permits, complaints, and codes.
Assists with preparing Committee notices and monthly Common Council agendas, which
includes formatting and proofing Committee reports for inclusion in the Council packets, and
copies, distributes and arranges for notice of meetings to the news media, public and interested
parties.
Prepares preliminary resolutions, petitions, public hearing notices, and final resolutions for
street/alley vacations.
Assists with annexations, including preparing annexation ordinances, recording the ordinance
with the Wood County Register of Deeds and submitting final paperwork to the State. Formats,
publishes and records other City ordinances.
Assists in the processing of licensing of beverage operators; liquor,beer, and wine licenses;
cigarette vendors; pawnbrokers/secondhand dealers; rooming houses; direct sellers; 4th of July
vendors; and other special event permits. Provides applications and prepares applications for
review. Mails out licenses.
Performs financial transactions, including arithmetic calculations, reconciliation and billing.
Processes payments and refunds for department programs and rentals. Writes and balances
daily receipts. Collects security deposits. Reconciles cash register, records information in logs,
and delivers cash to the Finance Department.
Sends out and collects reporting forms for tax-exempt properties, receipts payments and
records information in database. Submits final results to the State.
Maintains records and documents, including indexing and filing. Maintains various filing
systems.
Assists candidates with paperwork to run for local offices.
Assists with the maintenance of voter registration records, including registering voters and
processing changes. Assists with records retention.
Processes absentee ballot applications each election. Records all absentee ballot activity in
State-wide Voter Registration System (SVRS). Handles counter and mail voter registrations.
Runs SVRS reports.
Assists in assigning workers for elections and setting up training. Prepares materials and
provides support on Election Day.
Performs other related election work, such as participating in Canvassing Board meetings,
recording and reporting Board results, entering data and running reports. Maintains supply
boxes for Election Day.
Purchases office and copier supplies for Department and other City departments as needed.
Sorts and distributes mail.
Notarizes documents.
Handles reservations for City Hall conference rooms and Council Chambers.
Provides employees with notice and instruction for severe weather warnings.
Maintains Department bulletin boards.
Performs other related duties as may be required.
Additional Tasks and Responsibilities
While the following tasks are necessary for the work of the unit, they are not an
essential part of the purpose of this position and may also be performed by other
unit members.
May make reservations for parks and equipment.
Qualifications
Minimum Training and Experience Required to Perform Essential Job
Functions
Graduation from high school, supplemented by post-high-school formal training in office
administration or in personal computers, including training in Microsoft Office, and two years of
clerical work experience; or any equivalent combination of training and experience.
Knowledge and Skills Required to Perform Essential Job Functions
Good knowledge of office practices, procedures, and equipment; good knowledge of business
English, spelling and arithmetic; good knowledge of Microsoft Office; specific knowledge of
Word, Excel and Access; knowledge of photo downloading and editing programs; knowledge of
department rules, procedures, and functions; ability to set up and type accurately a variety of
records, reports, and related materials in Microsoft Office; ability to make relatively complex
arithmetic computations and tabulations; ability to understand and follow moderately complex
oral and written instructions; ability to make minor decisions in accordance with departmental
policy; ability to establish and maintain effective working relationships with other departments,
employees, and the general public.
Physical and Mental Abilities Required to Perform Essential Job Functions
Language Ability and Interpersonal Communication
Ability to analyze and categorize data and information in order to determine the relationship of
the data with reference to established criteria/standards. Ability to compare, count,
differentiate, measure, assemble, copy and record and transcribe data and information. Ability
to classify, compute and tabulate data.
Ability to explain, demonstrate and clarify to others within well-established policies, procedures
and standards. Ability to follow specific oral and written instructions and respond to simple
requests from others.
Ability to utilize a variety of advisory data and information, such as ordinances, resolutions,
purchase requisitions, meeting agendas, minutes, computer software operating manuals,
procedures, guidelines and non-routine correspondence.
Ability to communicate orally and in writing and maintain effective working relationships with
Department Heads, City officials, City employees, vendor representatives and citizens.
Mathematical Ability
Ability to add and subtract; multiply and divide; and calculate percentages, fractions, and
decimals.
Judgment and Situational Reasoning Ability
Ability to use functional reasoning in performing semi-routine functions involving standardized
work with some choice of action.
Ability to exercise the judgment, decisiveness and creativity required in situations involving the
evaluation of information against measurable criteria and make minor decisions in accordance
with departmental policy.
Physical Requirements
Ability to operate a variety of office equipment, such as computer terminal, typewriter, telephone, fax
machine, calculator/adding machine, computer printer and photocopier.
Ability to coordinate eyes, hands, feet and limbs in performing movements requiring skill and
training, such as data entry and typing.
Ability to exert light physical effort in sedentary to light work, but which may involve some
lifting, carrying, pushing and pulling.
Ability to recognize and identify individual characteristics of shapes and sounds associated with
job-related objects, materials and tasks.
Environmental Adaptability
Tasks are regularly performed without exposure to adverse environmental conditions.
The City of Wisconsin Rapids is an Equal 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.
Employee’s Signature
Supervisor’s Signature
Date
Date