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Office Clerk
Madison, WI
Job Description
Administrative Support Clerk 1 Salary $43,728.36 Annually Location Madison, WI Job Type PERMANENT FULL TIME Department Finance Department Job Number 2021-00399 Closing 11/28/2021 11:59 PM Central Comp. Group/Range 20/06 General Description OverviewThe City of Madison Finance Department is seeking candidates for an Administrative Support Clerk 1 position. The successful candidate will provide support services to agencies throughout the City. This position is housed in the Finance department but is on a team that gives administrative support throughout the City when needed. You will be working in a variety of City departments at various locations.We are seeking an individual with strong interpersonal and organizational skills, and the ability and desire to work on assignments and projects that are constantly changing based on the needs of the City. The City of Madison is dedicated to eliminating racial inequities. Successful candidates will demonstrate the ability to successfully work with multicultural communities.Members of the Administrative Services Team are expected to:Support and promote collaborative efforts to achieve the mission of the City and its agencies;Promote teamwork;Be comfortable with frequent changes in the physical location of work assignments;Communicate openly and candidly;Employ techniques for problem solving and decision making, and;Deliver excellent customer service. Examples of Duties and Responsibilities General Administrative FunctionsAnswer telephone inquiries and in-person inquiries about government related topicsFile documentsData entry, organization and computationMathematical calculationsLetter writing, proofreading, enter information into formsMail out a variety of government notices and correspondenceOpen and distribute mailRoute contractsAdvanced Administrative FunctionsFile set-up and designData records set-up and designOrdering supplies on p-cardCompose formsReceive, examine and approve insurance certificates for risk managementPrepare payroll as needed on an ad hoc basis (has included IT and Election Officials)Initiate contracts for approvalReserve meeting rooms and arrange meetingsLicensing and PermittingProvide forms and licensing informationReceive and process applications for over 100 license and permit typesReceive and process applications for residential parking permitsPrepare invoices for licenses and renewalsElections Support and AdministrationRegister VotersTrain Outreach VolunteersAnswer telephone and in-person questions from the public about the election processEnter all voter data into the WisVoteIssue absentee ballots by mail and in personAssist poll workers opening and closing the pollsDrive to polling places on Election Day to assist with procedural and other problemsReceive and examine voting materials from polling chairpersons at the end of Election DayLegistar, Records and ResearchProvide information to departments and the publicConduct internet research as neededResearch State Statutes and Municipal OrdinancesEnter agendas and minutes in Legistar or other required formatScan and attach documents to various computer filesAssist departments in the drafting of resolutions as neededNotarial Services, Certifications, WitnessingNotarize for government officials and the publicCertify documents for those requesting themWitness contract signaturesWitness legal documentsOther duties as assigned Minimum Qualifications Two (2) years of administrative or customer service experience which has included the regular use of a computer.-OR-Bachelor's DegreeIf an applicant does not possess the experience listed above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:Two (2) years of experience applying the following:General clerical methods and procedures.Relevant office equipment and their implementation.Knowledge of and ability to use computer software applicable to the duties of the position including Microsoft Word and Excel.The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities.Key Requirements of the position include:Strong communication skills (both written and verbal);Excellent organizational skills;Positive attitude and desire to learn new skills;Basic proficiency in Microsoft Word and Excel; experience with other database software and/or enterprise systems is a plus;Proficiency in a language other than English is not required, but bilingual candidates are encouraged to apply.For the complete list of the knowledge, skills, and abilities, please reference the . Special Requirements Ability to meet transportation needs of this position.Incumbents will be expected to become a Notary Public during the probation/trial period. Failure to do so may result in the incumbent failing to pass probation/trial period, absent extenuating circumstances. Incumbents will be expected to maintain designation as a Notary Public as a condition of continued employment in this classification.Physical Requirements:Some assignments will require the physical ability to walk, stand, operate a two-wheel dolly, cart, ladder, vehicle, and to perform repetitive lifting of items weighing up to 40 pounds. Incumbents will be expected to perform work at various City agencies/building and must have the ability to travel to various worksites to complete assignments.In order to support the safety, health, and wellbeing of our employees and the public we serve, the City of Madison is requiring all employees to be fully vaccinated with a COVID-19 vaccine or get tested for COVID-19 weekly, except where a reasonable medical or religious accommodation can be granted. Upon hire you will be required to provide proof of your vaccination in the form of your vaccination card or through immunization records. The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.CompensationThe City of Madison strives to pay competitive wages. View the current for pay for all classifications. Employees receive increases based on tenure with the City.Benefits The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our for more information.LeaveVacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below.0-3 years 10 work days of vacationAfter 3 years 12-1/2 daysAfter 7 years 15 daysAfter 11 years 17-1/2 daysAfter 15 years 20 daysAfter 19 years 25 daysAfter 27 years 27 daysEmployees earn 3.5 personal days in addition to vacation.Employees receive seven official paid holidays (New Year's Day, Martin Luther King, Jr. Holiday, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Year's Eve).Employees also earn 13 sick days annually that may accrue to a total of 150 days.RetirementThe City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.InsuranceThe City of Madison offers a variety of optional insurance programs including:Health InsuranceDental InsuranceVision InsurancePet InsuranceLife InsuranceIncome Continuation Insurance (for short and long-term disability)Long Term Care Insurance Other Benefits The City offers numerous other benefits and programs for employees, including:457(b) deferred compensation plansEmployee Assistance ProgramBus Pass on Madison MetroFlexible Work SchedulesEmployer-paid Training
Job Summary
Company
City of Madison
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
2 years
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