POSITION TITLE

Administrative Assistant

GENERAL NATURE OF THE POSITION

Under the supervision of the Tourism Zone Commission Executive Director and Commission Chairperson, the administrative assistant performs a variety of secretarial and administrative duties and provides clerical assistance as required. The position requires excellent customer service skills and exercising initiative. This is a full-time position, paid hourly and non-exempt.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned.

Acts as receptionist, receives and screens telephone calls, email, and mail for the Tourism Zone Commission.
Responsible for giving and receiving information requiring considerable discretion regarding the Commission, with confidentiality as outlined in WI Stat. 66.0615.
Issues permit holder notices and provides general information on permits, room tax payments and application forms, plus other related information to applicants and the public.
Provides guidance in filling out permit applications and room tax forms, making sure applicants understand the permitting process and the necessary information and attachments required.
Issues permits on behalf of the Commission, consistent with Commission policies.
Prepares meeting materials and completes purchases as directed by the Administrator.
Uploads various items onto Commission website.
Collects invoices for the month, merges and combines in Adobe, and emails to Administrator for review.
Completes LLC checks and e-mails to owners.
Inputs property information from agent websites into marketplace provider in permit holder's profile.
Calculates Attorney fees and inputs in fees spreadsheet in Reports Tab.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform the essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS, AND ABILITIES

Must have general knowledge of modern office methods and procedures, equipment and filing systems.
Needs knowledge and experience with Excel and Microsoft software.
Must have strong verbal, non-verbal and written communication skills.
Needs independent work ethic.
Knowledge of statistical and recordkeeping principles and procedures are required.
Ability to accept responsibility, to make decisions, maintain strict confidentiality and to effectively prioritize work are essential.
Must have ability to related to a diverse range of people, including the proper handling of sensitive situations.
Ability to establish and maintain cooperative relationships with citizens contacted in the course of work.
Meeting the public tactfully and courteously answering questions in person over the telephone is required.
Must have considerable ability and proficiency with desktop computer equipment to process, access, retrieve or input information using Windows, word processing and spreadsheet software or other standardized software.
Ability to research and obtain pertinent information through various resources.

EDUCATION AND/OR EXPERIENCE

Minimum of High School diploma or G.E.D. required.
Courses in word processing and spreadsheets, supplemented with general business courses required.
3 years in secretarial or clerical position with similar responsibilities showing increasingly responsible experience, is preferred.

PHYSICAL DEMANDS/WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires prolonged sitting.
Requires eye-hand coordination and manual dexterity and ability to distinguish letters and symbols.
Requires ability to adjust and operate office equipment and acute hearing.
Work is done inside an office building, normally controlled and non-hazardous environment.
Position is based at the Commission office located in Sturgeon Bay.

It is a full-time position Monday through Friday with a 40-hour work week, paid hourly and non-exempt. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Pay:

$22.08 - $26.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) matching Health insurance Paid time off Professional development assistance Retirement plan

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