The City of Racine is fully committed to employing a diverse workforce and creating an inclusive work environment that embraces everyone's unique contributions, experiences and values. We offer an empowered work environment that encourages creativity, initiative and professional growth. The MIS department supports the city’s network, software, and devices. We manage a 2.5 million dollar budget and support over 700 city employees.

POSITION PURPOSE: Under basic supervision, the Administrative Assistant performs administrative and clerical support functions for the MIS Department. They are responsible for purchasing, entering data, reporting, and assisting with yearly budget creation and oversight, as well as file and document management. The Administrative Assistant has excellent attention to detail and capable of maintaining confidentiality.

ESSENTIAL DUTIES:

Office and Financials

• Responsible for departmental purchases and procurement including contract management, software renewals, requisitions, invoice payments, purchase card management, etc.
• Assists with preparation of department budget and associated research and reports.
• Maintains an appropriate level of confidentiality in matters of personnel, scheduling, payroll, employment, labor relations, and family / personal matters.
• Keeps up-to-date records of MIS staff contact information.
• Assists MIS staff in meeting or event scheduling and calendar management.
• Makes all travel arrangements in keeping with established organizational / personnel guidelines and maintain contact during absences.
• Responsible for processing and distribution of all departmental incoming mail.
• Maintains department inventory.
• Collaborates with Finance to dispose of or auction old items and equipment.
• Establishes work procedures and schedules.
• Enters help desk ticket on behalf of caller.

Files and Documentation

• Ensures professional files, materials, and data are organized with easy accessibility.
• Conducts, compiles, assimilates, and prepares accurate research information utilizing a variety of sources.
• Reviews, proofreads, and edits documents.
• Assist MIS staff in:
  • The upkeep, maintenance, and creation of the technical knowledge base, instructions, and documentation.
  • Vendor research and coordination regarding new equipment, software, services, etc.
  • Departmental projects, initiatives and day-to-day functions.

Communication

• Supports Helpdesk staff with maintenance of the City’s website, intranet pages, and internal postings.
• Uses effective communication, prepares and distributes internal / external reports and presentations.
• Uses proper judgment, tact, courtesy, and diplomacy when dealing with public officials, administrative managers, colleagues, and the public.
• Uses proper and professional phone etiquette when answering general office number.

ASSOCIATED DUTIES:

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  Performs other duties as assigned or required.
• Maintains a consistent and reliable attendance record.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

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  High school diploma or its equivalent, with an Associate’s Degree or 60 college credits and one (1) year of clerical, secretarial, or office experience or three (3) years of clerical, secretarial, or office experience in lieu of an Associate’s Degree.
• Experience working in an Information Technology office.
• Ability to proficiently use word processing, spreadsheet, calendar, presentation, communication, fillable form, and database programs such as Microsoft Office or Teams.
• Proficient use of ERP (e.g. MUNIS) system for budgeting, procuring, and invoice payments.
• Excellent oral and written communication skills.
• Thorough knowledge of office operations, methods, terminology, equipment, time management and budget systems, and reporting.
• Ability to exercise good judgment and a high degree of confidentiality when dealing with problems and potentially controversial issues.
• Eager and quick learner of new processes, procedures, and systems.
• Ability to establish effective working relationships.
• Ability to make independent decisions, establish priorities, and control the flow of work.
• Ability to maintain records, prepare reports and correspondence independently, and following written and/or oral instructions with attention to detail.
• Tactful, courteous, and diplomatic with public officials, department and administrative managers, city employees, visitors, and the public.
• Ability to schedule and compile invitations to meetings, trainings, and implementations with multiple individuals.

KNOWLEDGE, SKILLS, AND ABILITIES PREFERED:

• Bachelor’s degree or higher in Office Management or related field with minimum of three (3) years of employment and demonstrated expertise in all requisite areas. An Associate’s degree in Secretarial Science can be substituted with five (5) years of experience and demonstrated expertise in all requisite areas.
• Experience in office procedures that include the independent preparation and composition of business letters, reports, and memos.
• Experience with managing software contracts and renewals.
• Some experience with Project Management.
• Ability to read / follow / update project and implementation plans.

SPECIAL REQUIREMENTS:

None.

PHYSICAL DEMANDS OF THE POSITION: Sitting and typing at a terminal while viewing a computer screen. Must lift, carry, or pull up to 50 pound boxes of paper and equipment as necessary.

ENVIRONMENTAL/WORKING CONDITIONS OF THE POSITION: Sitting at a desk in an air-conditioned/heated office. This job is fully in the office. During COVID-19, you must wear a mask at all times and follow social distancing.

EQUIPMENT USED: Telephones, computer terminals with associated peripherals, and software.