What are the responsibilities and job description for the Administrative Assistant (Public Works) position at City of De Pere, WI?
General Description
Whether you are joining our team for three years or twenty, you will have the opportunity to grow your career with us! Our employees are offered the opportunity to enhance their skill set by attending training courses, working on special projects, and becoming a member of one of our many City Teams.
De Pere, consistently ranked as one of the best places to live in Wisconsin, is a safe, warm, and friendly community located right along the Fox River less than ten minutes from Green Bay and 25 minutes from Appleton and the Fox Valley. De Pere is an integral part of the Green Bay metro area, which was ranked as the #1 place to live in the United States for 2023. As an employer, the City of De Pere is a positive, team-oriented organization with a commitment to providing exceptional customer service to its community. The City of De Pere provides an engaging work environment focused on collaboration and team building. De Pere strives to attract, develop, and retain diverse talent by promoting a diversity of thought, valuing differing perspectives, and empowering employees to share their authentic viewpoints at all levels and functions within the City.
Check out what our employees have to say.
The City of De Pere is seeking an Administrative Assistant in the Public Works Department. The Administrative Assistant provides general administrative support to the department and is the first point of contact with the public.
The typical work schedule is Monday - Thursday, 6:30 a.m. - 4:00 p.m. and Friday, 6:30 a.m. - 10:30 a.m., plus additional hours to attend evening meetings. At minimum, this position attends the Board of Public Works meetings which meets at 7:30 p.m. on the first Monday after the first Tuesday of each month and the Sustainability Commission meetings which meets at 5:30 p.m. on the second Tuesday of each month. The City of De Pere recognizes the importance of its employees having a proper work-life balance and supports alternative work arrangements which include alternative work schedules and flexible scheduling to help meet your lifestyle needs. In addition, new employees receive three weeks of vacation time and four floating holidays per year beginning on the first day of work (prorated the first year).
Salary: The anticipated starting salary range for this position is $24.38 - $28.56 per hour, depending on qualifications, plus excellent benefits package. The City of De Pere rewards employees for exceptional work performance with a pay for performance incentive program. Employees may be awarded a salary increase, bonus, or paid time off for exceptional work performance. Employees will be automatically enrolled in the Wisconsin Retirement System (WRS), a pension plan to help provide for financial security during retirement, which consists of employer and employee contributions.
Selection Process: Applications will be reviewed as they are received, and a formal review of all applications will start on approximately October 15, 2025.
The City is an Equal Opportunity Employer. In compliance with state and federal law, the City will provide reasonable accommodations to individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.
De Pere, consistently ranked as one of the best places to live in Wisconsin, is a safe, warm, and friendly community located right along the Fox River less than ten minutes from Green Bay and 25 minutes from Appleton and the Fox Valley. De Pere is an integral part of the Green Bay metro area, which was ranked as the #1 place to live in the United States for 2023. As an employer, the City of De Pere is a positive, team-oriented organization with a commitment to providing exceptional customer service to its community. The City of De Pere provides an engaging work environment focused on collaboration and team building. De Pere strives to attract, develop, and retain diverse talent by promoting a diversity of thought, valuing differing perspectives, and empowering employees to share their authentic viewpoints at all levels and functions within the City.
Check out what our employees have to say.
The City of De Pere is seeking an Administrative Assistant in the Public Works Department. The Administrative Assistant provides general administrative support to the department and is the first point of contact with the public.
The typical work schedule is Monday - Thursday, 6:30 a.m. - 4:00 p.m. and Friday, 6:30 a.m. - 10:30 a.m., plus additional hours to attend evening meetings. At minimum, this position attends the Board of Public Works meetings which meets at 7:30 p.m. on the first Monday after the first Tuesday of each month and the Sustainability Commission meetings which meets at 5:30 p.m. on the second Tuesday of each month. The City of De Pere recognizes the importance of its employees having a proper work-life balance and supports alternative work arrangements which include alternative work schedules and flexible scheduling to help meet your lifestyle needs. In addition, new employees receive three weeks of vacation time and four floating holidays per year beginning on the first day of work (prorated the first year).
Salary: The anticipated starting salary range for this position is $24.38 - $28.56 per hour, depending on qualifications, plus excellent benefits package. The City of De Pere rewards employees for exceptional work performance with a pay for performance incentive program. Employees may be awarded a salary increase, bonus, or paid time off for exceptional work performance. Employees will be automatically enrolled in the Wisconsin Retirement System (WRS), a pension plan to help provide for financial security during retirement, which consists of employer and employee contributions.
Selection Process: Applications will be reviewed as they are received, and a formal review of all applications will start on approximately October 15, 2025.
The City is an Equal Opportunity Employer. In compliance with state and federal law, the City will provide reasonable accommodations to individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.
Essential Functions
The following duties are essential for this position. However, they are not to be construed as exclusive or all–inclusive. To be successful in this position, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.
- Receive, screen, and relay telephone calls, and direct visitors to appropriate staff members.
- Respond to routine written and oral requests for information. Transcribe meeting minutes, correspondence, memoranda and other documents from copy, rough draft, or other sources.
- Type routine correspondence from written draft, perform data entry of a variety of information to set up, update, and maintain automated files, record and other documents.
- Process project manuals, project bid tabs, bid ads, construction project addendums, and contracts for awarded projects.
- Receive payments, issue receipts, and process licenses, permits or other like documents. Reconcile bank statements and collection.
- Prepare agendas and take minutes at the Board of Public Works and Sustainability Commission meetings.
- Update Public Works website and social media sites.
- Process insurance claims, invoices, and maintain payment schedules.
- Process and enter time sheets.
- Perform other duties as assigned.
Knowledge, Skills and Abilities
Knowledge of:
- Standard office practices and procedures including business English, business document format, spelling, grammar, punctuation, vocabulary, filing and math.
- Computer software including word processing, spreadsheet, database applications, accounting and specialized software consistent for this position.
- City and Department functions to effectively screen inquiries and process related documents.
- Operation of office equipment to effectively perform the duties and responsibilities of the position.
- Self-starting and being motivated with the ability to work independently.
- Being trustworthy and honest; taking accountability when appropriate.
- Writing and editing correspondence.
- Applying problem solving, logic and reasoning to determine solutions, conclusions or approaches to problems.
- Handle multiple tasks at once and take on a diverse range of tasks.
- Be highly dependable with a history of consistent attendance and punctuality.
- Comprehend policies and procedures, written instructions, and general correspondence.
- Share appropriate information and support other team members.
- Demonstrate a consistent level of accuracy and thoroughness.
- Organize, schedule, prioritize and perform duties with limited supervision.
- Prioritize duties to accomplish a high volume of quality work product, meet deadlines, and improve overall department/office efficiency.
- Observe, follow instructions, and complete assignments accurately and within deadlines.
- Communicate effectively both orally and in writing with business representatives, elected officials, department heads, the public, and other City employees with courtesy and tact.
- Develop and maintain effective working relationships with staff and the public.
- Maintain confidentiality and discretion regarding information read or heard.
- Handle interruptions; combine routine workload with special assignments.
- Utilize a computer and required software.
- Work the required hours of the position.
Minimum Requirements & Physical Requirements
Minimum Education: High school diploma or equivalent. Associate’s degree in an Administrative Professional program or related field preferred.
Minimum Experience: Two or more years of related work experience.
A combination of education and experience may be considered.
PHYSICAL AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work is performed in a typical indoor office setting sitting at a desk in front of a computer.
- This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
- Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus.
- Acceptable verbal and conversation skills to effectively communicate with others in English.
- Ability to read and write English and interpret documents.
- Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.
- Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.
Salary : $24 - $29