Salary: $19.70 - $25.33 Hourly Location : South Milwaukee, WI Job Type: Temporary Job Number: 24-30 Department: Water/Wastewater Utility Opening Date: 12/09/2024 Closing Date: 1/5/2025 11:59 PM Central Job Description POSITION SUMMARY: Under general supervision of the Superintendent and Water Utility Office Manager, the Office Assistant performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the Water/Wastewater staff, and assisting in the administration of the standard operating policies and procedures of the department. This position requires the ability to work independently, follow established procedures, and exercise good judgment and initiative. This position, classified as Temporary, is anticipated to be ongoing throughout 2025 and 2026, and potentially beyond.Duties/Responsibilities ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Performs routine clerical and administrative work in answering phones, receiving visitors, providing customer assistance, data processing, and bookkeeping.
- Answers incoming calls and routes callers or provides information as required; responds to inquiries from employees, citizens, and others.
- Researches accounts to assist customers with billing or usage questions or complaints.
- Provides information to title companies and maintains records of information requests.
- Receives and processes incoming and outgoing mail.
- Composes, types, and edits various correspondence, including reports, notices, and other documents requiring judgment as to content, accuracy, and completeness.
- Establishes and maintains computer and paper filing systems as needed.
- Serves as backup for office staff.
- Prepares periodic financial, statistical or operational reports as assigned.
- Maintains various monthly and annual records pertaining to general operations of the Wastewater facility.
- Schedules appointments, registers employees for conferences, training, and testing; prepares travel arrangements and itineraries as needed.
- Assists with water/sewer account billing and accounting in accordance with Public Service Commission guidelines. Enters meter readings manually as needed and corrects meter read errors as part of billing process.
- Maintains billing and collection records/reports. Posts payments, penalties, and adjustments to accounts. Maintains appropriate records of online eCheck and credit card payments.
- Assists in maintaining meter inventory as new meters are purchased and installed.
- Monitors meter reading software and notifies customers of potential leaks when identified.
- Assists office manager with the preparation/handling of annual delinquent billing.
- Assists the Superintendent and/or Office Manager with special projects as assigned.
- Handles customer concerns appropriately and dispatches service crew as needed. Prepares work orders for a variety of services such as meter changes, leak checks, water sampling, etc.
- Picks up from and drops off mail and other correspondence at the City Administration Building.
- Assists in keeping office, conference room, and office restroom neat and clean -includes trash removal, vacuuming, dusting, toilet cleaning, and window cleaning.
- Maintains prompt, predictable, and regular physical attendance.
- Performs other related duties consistent with the function of the classification as assigned.
Other ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Performs routine clerical and administrative work in answering phones, receiving visitors, providing customer assistance, data processing, and bookkeeping.
- Answers incoming calls and routes callers or provides information as required; responds to inquiries from employees, citizens, and others.
- Researches accounts to assist customers with billing or usage questions or complaints.
- Provides information to title companies and maintains records of information requests.
- Receives and processes incoming and outgoing mail.
- Composes, types, and edits various correspondence, including reports, notices, and other documents requiring judgment as to content, accuracy, and completeness.
- Establishes and maintains computer and paper filing systems as needed.
- Serves as backup for office staff.
- Prepares periodic financial, statistical or operational reports as assigned.
- Maintains various monthly and annual records pertaining to general operations of the Wastewater facility.
- Schedules appointments, registers employees for conferences, training, and testing; prepares travel arrangements and itineraries as needed.
- Assists with water/sewer account billing and accounting in accordance with Public Service Commission guidelines. Enters meter readings manually as needed and corrects meter read errors as part of billing process.
- Maintains billing and collection records/reports. Posts payments, penalties, and adjustments to accounts. Maintains appropriate records of online eCheck and credit card payments.
- Assists in maintaining meter inventory as new meters are purchased and installed.
- Monitors meter reading software and notifies customers of potential leaks when identified.
- Assists office manager with the preparation/handling of annual delinquent billing.
- Assists the Superintendent and/or Office Manager with special projects as assigned.
- Handles customer concerns appropriately and dispatches service crew as needed. Prepares work orders for a variety of services such as meter changes, leak checks, water sampling, etc.
- Picks up from and drops off mail and other correspondence at the City Administration Building.
- Assists in keeping office, conference room, and office restroom neat and clean -includes trash removal, vacuuming, dusting, toilet cleaning, and window cleaning.
- Maintains prompt, predictable, and regular physical attendance.
- Performs other related duties consistent with the function of the classification as assigned.
Additional Information TOOLS AND EQUIPMENT USED: Personal computerand related software; multi-line telephone; calculator; copier/scanner; fax machine; postage scale; automobile. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must be able to read and write English. Hand-eye coordination is necessary to operate various pieces of office equipment.Specific vision abilities required by this job include vision and the ability to adjust focus. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, stoop, kneel, crouch and crawl; climb, balance, bend, twist and reach; feel, talk, smell, and hear (normal range in normal office environment, corrected or uncorrected); lift, carry, push or pull up to 25 pounds. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office setting. The noise level in the work environment is usually quiet to moderate, and occasionally loud. SELECTION GUIDELINES: Formal application; rating of education and experience; oral interview; reference check; job related tests may be required. All applicants may be required to submit to medical examination prior to appointment, consistent with the requirements of the position. Background check of local, state, or federal authorities will be conducted for all applicants. The duties listed above are intended only as illustrations of the various types of work that may be performed. 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. 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 South Milwaukee 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. The City of South Milwaukee does not discriminate on the basis of age, sex, race, creed, color, national origin, political affiliation, or the presence of sensory, mental, or physical disability, or any other non-merit factor. Minority applicants and Military Veterans are encouraged to apply. RESIDENCY: The residency requirement for all non-emergency city employees shall be as permitted by Wis. Stat. Sec. 66.0502. SALARY AND BENEFITS: As outlined in the annual Salary Ordinance. DISCLAIMER: 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. This is an at will position, and no language found in this posting should be interpreted in any way to create an employment contract of any type. Temporary and substitute employees are not eligible for enrollment or participation in the City's health or dental insurance, paid time off, or other benefit programs offered to regular employees. 01 Based on the job classification/ job description, do you believe that you are able to perform the essential functions of this position with or without a reasonable accommodation?
02 What makes you an ideal candidate for this position? 03 What interests you about this position? 04 With what software programs and office equipment are you proficient ? 05 Please tell us about your job experience and demonstrated skills related to this Office Assistant position. 06 There is flexibility for the hours of this part-time position. Please tell us a little about your ideal schedule. If you do not have a preferred schedule, please indicate that here. 07 Do you understand that part of the pre-employment process will include a drug and/or controlled substance screening?
Required Question