Administrative Assistant (Part Time - 0.5 FTE)

Salary: $20.42 - $26.94 Hourly

Location : Waukesha, WI

Job Type: Part-time

Job Number: AdminAsstPT1.6.25

Department: County Clerk's Office

Opening Date: 01/06/2025

Closing Date: 1/10/2025 4:00 PM Central

Description

The Waukesha County Clerk's Office is seeking a dynamic individual to join our active office where customer service is key. The ideal candidate will have high quality interpersonal skills and the ability to deal directly with the public all while maintaining a courteous and positive attitude. Tasks include but are not limited to answering incoming phone calls, emails, and in-person communication, and providing accurate information to the public.

The individual hired will be responsible for providing customer service as it relates to marriage licenses and passport applications, and collecting fees. The right individual will be provided training to assist with election administration including working with the statewide voter registration database.

Special Requirement:
The individual hired must meet federal eligibility requirements for Passport Acceptance Agent and obtain/maintain certification as a Passport Acceptance Agent pursuant to 22 CFR § 51.22 within 4-weeks of hire.

To become a Passport Acceptance Agent must meet the following qualifications:

• Be a United States citizen or U.S. national.
• Be at least 18 years old.
• Be approved by the Department of State.
• Be a permanent employee of the designated facility or be an employee on-site at a Passport Agency.
• Be unable to issue, create, or amend citizenship or identity documents, such as birth certificates and driver's licenses

Be all of the following:

• Not presently on parole or probation related to any Federal, State, or local convictions.
• Not presently under indictment for a Federal, State, or local felony, or a misdemeanor related to breach of trust or moral turpitude.
• Free of any Federal, State, or local felony convictions.
• Free of any Federal, State, or local misdemeanor convictions related to breach of trust or moral turpitude (i.e. embezzlement, document fraud, drug offense, or dishonesty carrying out a responsibility involving public trust.)

This part-time, benefitted position that may work up to 24 hours per week.
Example of Duties

DISTINGUISHING FEATURES OF THE CLASS

At this level, work involves routine, repetitive, and recurring tasks that require following standardized, sequential steps, processes, or procedures. Assignments are structured and specific guidelines are available in procedure manuals and/or written or verbal instructions. Deviations from standard practices require prior approval by the supervisor, who is generally available to answer questions and make decisions, or professional staff within the work unit.

The following list of duties and responsibilities are commonly performed by a position at this level, but are not necessarily required of all positions.

1. Greets and assists customers, in person, by telephone or other methods to provide information, answer questions, or directs to appropriate staff.
2. Prepares a variety of routine documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department.
3. Performs data entry, maintains and updates electronic files and databases.
4. Receives, records and processes payments, balances cash drawer daily, and prepares related reports.
5. Monitors, maintains and orders office supplies, maintains equipment, and maintains repair and maintenance records on equipment.
6. Organizes and maintains files and file systems, scans documents, records and reports, copies materials, files paper and/or electronic information and distributes documents as necessary.
7. Receives, sorts, processes, and distributes incoming mail and prepares and processes outgoing mail.
8. Maintains department/division calendar, schedules appointments and meetings including meeting room reservations, orders food and makes arrangements for audio/visual equipment or other set-up needs.
9. Establishes a variety of files based on established guidelines, files and retrieves materials, archives and manages department records.
10. Handles confidential or sensitive information and documents.
11. Adheres to County policies, procedures, and federal, state, and local regulations.
12. Provides assistance to other support staff.
13. Establishes and maintains effective, professional, positive, and respectful working relationships and communications internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
14. Attends department and/or division meetings.
15. Performs other duties as apparent or assigned.

QUALIFICATIONS

Essential Knowledge and Abilities

1. Working knowledge of standard office practices, procedures, and techniques.
2. Working knowledge of business English, spelling, grammar, and punctuation.
3. Working knowledge of basic math.
4. Working knowledge of effective customer service techniques.
5. Working knowledge of MS Office products or comparable office product, word processing and data processing.
6. Working knowledge of Outlook with the ability to send, receive and save emails and attach documents.
7. Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment.
8. Working knowledge of computers and keyboarding needed to prepare routine/recurring documents, draft correspondence, and enter data.
9. General knowledge of department specific programs and services.
10. Ability to apply and explain rules, regulations, policies and procedures related to a specific program or services.
11. Ability to perform basic word processing, editing, data entry and spreadsheet maintenance.
12. Ability to access and navigate the internet and County or department-specific programs and applications.
13. Ability to add, subtract, multiply, and divide numbers accurately.
14. Ability to maintain and enhance skills, participate in on-going training and increase knowledge of County, department and division services, policies and procedures.
15. Ability to adapt to new department/division policies, procedures, programs, and environment.
16. Ability to follow and understand oral and written instructions.
17. Ability to maintain confidentiality of records and information.
18. Ability to make minor decisions using standardized practices.
19. Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other County departments/divisions, clients/customers, outside agencies, and the general public.
20. Ability to work effectively as a member of a team and deal with people in an effective and timely manner.
21. Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles.
22. Ability to organize and prioritize work.

Minimum Qualifications

1. High School Diploma or GED.

01

Do you have a high school diploma or GED?

• Yes
• No

02

The Office of the County Clerk has been designated to accept and execute passport applications on behalf of the U.S. Department of State. After reading the qualifications outlined in the job posting, are you eligible to obtain certification as a US Passport Acceptance Agent?

• Yes
• No

Required Question