Administrative Assistant - Part-time

The City of Stoughton, a welcoming and inclusive municipal government entity dedicated to serving its community with integrity and efficiency, is actively seeking a qualified individual to join its team as a Part-time Administrative Assistant at the Front Desk of City Hall. Known for its strong community values and commitment to public service, the City of Stoughton offers a dynamic and supportive work environment where employees are valued for their contributions and dedication to enhancing the lives of city residents.

This position is a part-time role requiring 20 hours per week, amounting to up to 1040 hours annually, and offers prorated health and dental benefits to eligible employees. The Administrative Assistant will play a pivotal role in the day-to-day operations of City Hall by managing a variety of front desk responsibilities, which are essential for maintaining efficient communication between city departments and the public. This role demands a high degree of accuracy, organization, and multitasking ability, as well as strong decision-making skills.

As the primary point of contact for the public and internal staff via a multi-line phone system, the Administrative Assistant will be tasked with answering and directing incoming telephone calls to the appropriate city departments, taking messages, and determining when it is necessary to interrupt staff. Additionally, this position involves greeting and assisting visitors at the front desk, providing excellent customer service, and responding to various inquiries from the public related to city services and information.

The role extends beyond basic reception duties as the Administrative Assistant will also be involved in preparing and typing a broad range of documents including reports, memos, meeting minutes, agendas, and correspondence, using Microsoft Office Suite software. This includes maintaining important City Hall files such as council packets, ordinances, resolutions, and tracking staff attendance metrics including lunch breaks, vacations, and sick time.

Moreover, this individual will coordinate logistical tasks such as tracking postage and copier usage costs, preparing meeting notices for city committees, managing calendars for city meeting rooms and public events, processing mail, and handling complaints or service requests by determining appropriate responses or actions. Additional responsibilities include requisitioning office supplies, organizing employee recognition events, functioning as a liaison with the city's garbage disposal company, distributing recycling literature, and maintaining public notices.

The position also requires the ability to perform Notary Public duties, assist with election-related tasks such as preparing absentee ballots and registering voters, support the preparation of public hearings, issue city licenses, and manage financial document processing for accounts payable and payroll vouchers. A solid understanding of customer service practices, public contact protocols, and office administrative procedures is essential for success in this role.

Applicants should expect to operate with a degree of independence, demonstrating sound judgment and situational reasoning while adhering to established policies and procedures. The City of Stoughton values employees who can effectively communicate with diverse stakeholders including city officials, residents, and fellow staff members, while maintaining a high level of professionalism and confidentiality.

Overall, this part-time Administrative Assistant position offers a meaningful opportunity for a motivated individual to contribute to the efficient functioning of City Hall and positively impact community engagement through frontline administrative support.