What are the responsibilities and job description for the Administrative Support Specialist position at City of Wauwatosa?
JOB REQUIREMENTS: The following duties are primarily performed and are
essential for this position. Employees are expected to be able to
perform each of these job duties satisfactorily and successfully to be
qualified for the position. Other duties may be required and assigned.
Provides comprehensive and knowledgeable information regarding city
programs, requirements, and guidelines to both internal and external
customers. Reviews contracts for correct format, aids with formats and
drafting new contracts, and records contracts. Prepares and files final
legal papers and correspondence of legal nature such as briefs,
summonses, complaints, motions, subpoenas, contracts, resolutions,
ordinances and other legal papers from draft or dictated text under the
guidance of the attorneys. Participate in liability claim reviews and
perform litigation support functions for in house attorneys as well as
outside counsel and insurance providers, including coordination of
billing and fee payments. Creates meeting item agendas. Drafts
resolutions and ordinance changes for Common Council meetings. Reviews,
verifies and interprets information in records, applications, reports
and other documents. Coordinates the collection of delinquent accounts
payable on behalf of the City and processes activity related to
bankruptcy court filings. Resolves inquiries received over the phone, at
the counter, in the mail or via e-mail. Updates and maintains databases,
files, software and other records; prepares various reports. Implements
process improvements in clerical functions. Designs and develops
communications, including letters, notices, flyers and reports. Performs
diverse range of clerical functions to support city operations including
typing, filing, answering phones, managing calendars, relaying messages,
maintaining and troubleshooting office equipment; coordinating meetings
and preparing materials for meetings and trainings. Works with other
city departments in gathering signatures and recording legal documents.
Assists Human Resources Department in hiring processes for various city
departments. Assists Human Resources Department in confidential
personnel filing support, other administrative tasks, and special
projects as assigned. Coordinates responses to public records requests
from various city departments (Human Resources department included),
including document location and review and drafting of related
correspondence. Tracks the status of all requests City-wide. Tracks
union comparable pay data (an ongoing project that requires this person
to be detail oriented and have self-initiation and follow through).
\*\*\*\*\* OTHER EXPERIENCE AND QUALIFICATIONS: Education and Experience
Requirements: High School Diploma or equivalent. Three to five years of
Administrative Assistant Experience Required, More Than Five Years
preferred. Administrative experience working in a legal setting strongly
preferred. Associate\'s or Bachelor\'s degree in related field
preferred. In order to perform the functions and responsibilities of the
Position (listed Above) The Following Knowledge, Skills, And Abilities
are essential. Strong oral and written communication skills. Strong
proficiency in Microsoft Word, Excel, and Outlook; ability to learn
other software. Ability to multi-task, prioritize a variety of projects,
and function well under deadlines. Critical thinking ability and
problem-solving skills. Strong organizational skills. Ability to
maintain strict confidentiality. Maintains a positive, empathetic, and
professional attitude towards customers at all times. \*\*\*\*\*
APPLICATION INSTRUCTIONS: Apply Online:
https://www.governmentjobs.com/careers/wauwatosawi/jobs/5107602/administrative-support-specialist-attorney-and-hr-part-time?pagetype=jobOpportunitiesJobs
essential for this position. Employees are expected to be able to
perform each of these job duties satisfactorily and successfully to be
qualified for the position. Other duties may be required and assigned.
Provides comprehensive and knowledgeable information regarding city
programs, requirements, and guidelines to both internal and external
customers. Reviews contracts for correct format, aids with formats and
drafting new contracts, and records contracts. Prepares and files final
legal papers and correspondence of legal nature such as briefs,
summonses, complaints, motions, subpoenas, contracts, resolutions,
ordinances and other legal papers from draft or dictated text under the
guidance of the attorneys. Participate in liability claim reviews and
perform litigation support functions for in house attorneys as well as
outside counsel and insurance providers, including coordination of
billing and fee payments. Creates meeting item agendas. Drafts
resolutions and ordinance changes for Common Council meetings. Reviews,
verifies and interprets information in records, applications, reports
and other documents. Coordinates the collection of delinquent accounts
payable on behalf of the City and processes activity related to
bankruptcy court filings. Resolves inquiries received over the phone, at
the counter, in the mail or via e-mail. Updates and maintains databases,
files, software and other records; prepares various reports. Implements
process improvements in clerical functions. Designs and develops
communications, including letters, notices, flyers and reports. Performs
diverse range of clerical functions to support city operations including
typing, filing, answering phones, managing calendars, relaying messages,
maintaining and troubleshooting office equipment; coordinating meetings
and preparing materials for meetings and trainings. Works with other
city departments in gathering signatures and recording legal documents.
Assists Human Resources Department in hiring processes for various city
departments. Assists Human Resources Department in confidential
personnel filing support, other administrative tasks, and special
projects as assigned. Coordinates responses to public records requests
from various city departments (Human Resources department included),
including document location and review and drafting of related
correspondence. Tracks the status of all requests City-wide. Tracks
union comparable pay data (an ongoing project that requires this person
to be detail oriented and have self-initiation and follow through).
\*\*\*\*\* OTHER EXPERIENCE AND QUALIFICATIONS: Education and Experience
Requirements: High School Diploma or equivalent. Three to five years of
Administrative Assistant Experience Required, More Than Five Years
preferred. Administrative experience working in a legal setting strongly
preferred. Associate\'s or Bachelor\'s degree in related field
preferred. In order to perform the functions and responsibilities of the
Position (listed Above) The Following Knowledge, Skills, And Abilities
are essential. Strong oral and written communication skills. Strong
proficiency in Microsoft Word, Excel, and Outlook; ability to learn
other software. Ability to multi-task, prioritize a variety of projects,
and function well under deadlines. Critical thinking ability and
problem-solving skills. Strong organizational skills. Ability to
maintain strict confidentiality. Maintains a positive, empathetic, and
professional attitude towards customers at all times. \*\*\*\*\*
APPLICATION INSTRUCTIONS: Apply Online:
https://www.governmentjobs.com/careers/wauwatosawi/jobs/5107602/administrative-support-specialist-attorney-and-hr-part-time?pagetype=jobOpportunitiesJobs
