What are the responsibilities and job description for the Administrative Support Assistant position at City of West Allis?
Description
The Administrative Support Assistant provides essential frontline customer service, operational compliance, and clerical support for the West Allis Municipal Water Utility. Under the direction of the Customer Service Administrator, this role serves as the primary point of contact for the public, managing general utility inquiries, basic billing questions, and field staff scheduling. The position works closely with the Accounting Specialist to ensure complex billing matters and advanced account discrepancies are routed efficiently. The Administrative Support Assistant also supports field operations through work order processing, permit coordination, and timecard workflow assistance. This position is Monday through Friday from 7:00 a.m. to 3:30 p.m.
What You’ll Do
- Provide frontline customer service by managing high-volume phone calls and the shared email inbox.
- Handle general questions and basic billing inquiries, routing complex issues to the Accounting Specialist.
- Coordinate daily schedules for field staff, including Water Technicians and inspectors.
- Create and process work orders and meter appointment cards in the asset management system.
- Monitor accounts for required meter exchanges and testing.
- Generate compliant notification letters, track returned mail, and coordinate service disconnections when needed.
- Process online customer requests such as address changes and real estate forms.
- Manage hydrant and tap permits, including distribution, inventory, and contractor billing.
- Support accounting and administrative functions, including routing vendor invoices, reviewing credit card statements, and scanning receipts.
- Review and reconcile employee timecards, assist with pay code questions, and verify hours against work orders.
- Perform other duties as assigned to support overall DPW operations
What You Bring
- High school diploma or equivalent
- At least 2 years of recent paid business office experience
- Proficiency in MS Word and Excel
- Strong ability to manage frequent interruptions while maintaining accuracy, professionalism, and task follow-through
- Excellent communication, customer service, and organizational skills
- Ability to navigate administrative and financial workflows with consistent attention to detail
As you take care of our city, we’ll take care of you! We offer valuable benefits and perks, including:
- Health & Wellness:
- City covers 88% of the medical premium (HRA plan).
- FREE dental insurance.
- FREE life insurance.
- FREE long-term disability coverage.
- Retirement:
- Participate in Wisconsin’s Retirement Fund with 7% city contribution.
- Generous Time Off:
- Up to 25 days annually to start.
- Holiday pay (up to 9 days).
- Professional Growth:
- Paid training – we invest in our employees!
- Tuition reimbursement.
- Educational bonuses for certifications/training completed on city time.
- Opportunities for advancement.
- Financial Perks:
- Student loan repayment program.
- Federal loan forgiveness.
- Annual salary increases.
- Culture & Extras:
- Paid employee recognition programs.
- Employee wellness program.
- Employee assistance program.
- Pet insurance.
- Employee events.
- And more!
Benefits include: Time off Bank with the ability to accrue up to 25 days in one year to be used at your discretion with management approval; nine (9) paid holidays; eligibility for health insurance the first of the month following thirty (30) days of service with choice of a PPO Plan or High Deductible Health Plan (with optional participation in a Health Savings Account) – both plans are contributory and cover the employee and his/her family; fully paid dental insurance covering the employee and his/her family, with eligibility the first of the first of the month following thirty (30) days of service; a dual pension system comprised of the Wisconsin Retirement Fund* and Federal Social Security (both of which are contributory); a fully paid Life Insurance Program* with coverage in the amount of the employee's annual salary adjusted to the next highest one thousand dollars, with the option for additional coverage; an educational reimbursement plan for the pursuit of job related courses including personal and professional training opportunities and professional organization memberships; voluntary benefit programs consisting of vision, Flexible Spending Benefits for Dependent Care and Medical Reimbursement, Section 457: Deferred Compensation, Treasury Direct Payroll Savings Plan for Savings Bonds, and other various benefits including, but not limited to, Employee Assistance Program (EAP), Employee Wellness Program, Armed Services Reserve Training, and Federal Loan Program.
*The Wisconsin Retirement Fund and Life Insurance Program benefits are provided according to plan guidelines of the State of Wisconsin Department of Employee Trust Funds.
Salary : $21 - $24