Administrative Assistant Ii - Community Development

Purpose of the Position

The purpose of this position, under general direction, is to perform administrative duties which involve dealing directly with employees and citizens.
This is a part-time position of 22 hours per week. The normal schedule will be 12:00 p.m. to 4:30 p.m., Monday through Friday.

Essential Duties and Responsibilities

• Researches, compiles, and responds to information requests from City staff and outside entities for the submission of local, state and federal grants and Community and Economic Development projects.
• Organizes and maintains files and documents in different areas of concentration, including but not limited to down payments, rehabilitation, commercial loan, economic development, and sub-recipient files of federal grants.
• Develops and maintains a system of follow up on various department reporting requirements, including but not limited to development agreements, TIF requirements, and rental rehabilitation.
• Performs reception tasks. Receives, screens and routes email, telephone calls, and mail. Receives and relays messages. Greets and directs visitors. Provides information to questions regarding Department programs. Refers questions to appropriate person for resolution.
• Assists clients with loan payment and payoff information. Maintains revolving loan fund waiting lists and performs preliminary intake for eligibility.
• Assists with annual department budget preparation. Inputs invoices for payment.
• Provides technical and clerical support to department personnel. Independently prepares a variety of correspondence, policies, contracts, flyers, brochures, announcements, reports, forms, memos, letters, etc. for distribution.
• Assists Community Development Specialist with housing counseling clients including entering client data in client management system, inputting client documentation in files, and sending correspondence to clients.
• Assists in Community Development Block Grant application process with collection and compilation of applications and distribution of materials to committee members.
• Schedules and coordinates appointments, meetings and events for the Director and staff.
• Coordinates and supports events including neighborhood listening sessions and working sessions. Coordinates with stakeholders and partner organizations as needed.
• Researches, develops, and maintains content for the Department’s websites.
• Drafts, posts, and maintains minutes and agendas for various department and City meeting including Community Development Block Grant Citizens Advisory Committee, Arts Commission, Historic Preservation, Bike/Pedestrian Advisory Committee, Plan Commission, Sustainability Commission, and Affordable Housing Task Force.
• Maintains and orders office supplies for the Department.

Minimum Requirements

Education and Experience Requirements
Administrative Professional Associates degree or equivalent with one or more years of Administrative Assistant experience is required.
Any combination of education and experience that provides equivalent knowledge, skills, and abilities may also be considered.
Knowledge, Skills, and Abilities

• Intermediate knowledge and ability level with Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to classify, compute and tabulate data and information, following a prescribed plan requiring the exercise of some judgment. Ability to compare, count, differentiate, measure, and sort information. Ability to assemble, copy, record and transcribe data and information.
• Ability to advise and provide interpretation to others on how to apply policies, procedures, and standards to specific situations.
• Ability to utilize a wide variety of descriptive data and information, such as billing invoices, messages, drafts of letters, directories, regulations, correspondence, and general operating manuals.
• Ability to communicate effectively with City personnel, Mayor, City Council members, news media representatives, partner entities, and the general public.
• Strong organizational, communication and interpersonal skills are essential.
• Ability to read, analyze and interpret periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to manage multiple calendars and coordinate meeting and travel arrangements and expenses.

Additional Information

IMPORTANT! All applications must completely filled out and have a Resume attached in the "Attachments" section of the application. Applications that are not complete and do not have the required attachment will not be considered.
When completing References section, include 3 professional references with current and valid email addresses. References will not be contacted unless a conditional offer of employment is extended and accepted.
SPECIAL ACCOMMODATIONS:
The City of Wausau will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Human Resources Department or phone (715) 261-6630 to request special accommodations prior to the application deadline.
NOTICE TO APPLICANTS:
Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant’s application, records, recommendations and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the City not provide access to this information.
If you choose not to have this information become a public record, you must make such a request in writing to the Human Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law.
ADDITIONAL NOTICES:
https://www.dol.gov/agencies/ofccp/posters
https://www.dol.gov/agencies/whd/posters/fmla
https://www.dol.gov/agencies/whd/posters/employee-polygraph-protection-act

Regular Part-time employees who work 20 hours per week are eligible for the following benefits:

• Employee Assistance Program - Available to all employees and family members at no cost to the employee
• Optional 475 Deferred Compensation Plans
• Proration of the following paid leaves based on number of hours worked:
  • Vacation
  • Paid Holidays
  • Perfect Attendance
  • Sick Leave
  • Personal Holidays

• State of Wisconsin Retirement Plan (Eligibility starts after 1,200 hours of employment)
• Optional Income Continuation Insurance
• Optional Life Insurance