Purpose of the Position

Looking for an administrative position where your work makes a difference in the community? The City of Wausau's Community Development Authority (CDA) is seeking an Administrative Assistant II to provide administrative and customer service support for housing programs that serve residents throughout the Wausau community.

This position serves as an important point of contact for tenants, housing applicants, visitors, and community partners while helping keep the day-to-day operations of the CDA running smoothly. The Administrative Assistant II performs a variety of administrative, financial, customer service, and program support responsibilities, including assisting with housing applications, coordinating appointments and tenant activities, maintaining records, processing payments, preparing communications and meeting materials, and supporting housing programs and projects.

The ideal candidate is organized, detail-oriented, comfortable working with the public, and able to manage a variety of responsibilities and priorities. If you enjoy helping people, keeping things organized, and being part of a team whose work directly impacts the community, this may be the opportunity for you!

Essential Duties and Responsibilities

Responsibilities include:

• Serve as a welcoming first point of contact for tenants, housing applicants, visitors, and callers; answer questions, provide information about department programs, and direct individuals to appropriate staff when needed.
• Assist with the intake of housing applications, schedule appointments, provide unit tours and tenant wellness checks, and coordinate and assist with tenant activities.
• Schedule and coordinate appointments, meetings, and events for department staff.
• Prepare correspondence, reports, notices, newsletters, monthly activity calendars, postings, and other materials.
• Prepare and post agendas and organize and distribute meeting materials and document packets to committees and staff, often within established deadlines.
• Accept and receipt monthly rent and related payments, maintain accurate tenant accounting records in housing software, and prepare monthly bank deposits.
• Maintain program records and spreadsheets, including applicant waiting lists and tenant lists.
• Research and compile rent reasonableness information for the Housing Choice Voucher program.
• Research, compile, and respond to information requests related to local, state, and federal grants and Community Development Authority projects.
• Prepare and coordinate maintenance work orders and maintain related records.
• Compile and prepare annual rent certificates and year-end tax documents.
• Use Microsoft Office programs and other software and office equipment necessary to support department operations.
• Assist with special projects and provide support to other areas of the Community Development Department as needed.

Minimum Requirements

Education and Experience

• High school diploma or equivalent; and
• One or more years of increasingly responsible administrative experience.

An equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities necessary to successfully perform the position may be considered.

• Associate degree in administrative support, office administration, business, or a related field.

• Intermediate proficiency with Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook, and the ability to learn software specific to housing and departmental operations.
• Strong organizational skills and attention to detail, with the ability to manage multiple responsibilities and changing priorities.
• Strong customer service and interpersonal skills and the ability to communicate effectively with tenants, applicants, City staff, outside agencies, and members of the public.
• Effective written communication skills, including proper grammar, spelling, punctuation, and sentence structure.
• Ability to maintain confidentiality and appropriately handle sensitive tenant, client, staff, and agency information.
• Ability to accurately maintain, organize, compile, and interpret records, data, financial information, reports, and other documents.
• Ability to understand and apply established policies, procedures, regulations, and standards to specific situations.
• Ability to work independently, exercise sound judgment, and adapt to changing needs and priorities.

Physical and Working Environment
Normal office working conditions within minimal exposure to disagreeable elements.
Normal mental and visual attention is required.   Minimal physical demand with minimal exposure to workplace hazards.

Additional Information

IMPORTANT! All applications must completely filled out and have a Resume attached in the "Attachments" section of the application.  A Cover Letter is highly recommended, but not required.  Applications that are not complete and do not have the required attachment will not be considered.

When completing References section, include 3 professional references with current and valid email addresses.  References will not be contacted unless a candidate becomes a finalist for consideration or a conditional offer of employment is extended and accepted.

SPECIAL ACCOMMODATIONS:
The City of Wausau will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Human Resources Department or phone (715) 261-6630 to request special accommodations prior to the application deadline.

NOTICE TO APPLICANTS:
Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant’s application, records, recommendations and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the City not provide access to this information.

If you choose not to have this information become a public record, you must make such a request in writing to the Human Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law.

ADDITIONAL NOTICES:
https://www.dol.gov/agencies/ofccp/posters
https://www.dol.gov/agencies/whd/posters/fmla
https://www.dol.gov/agencies/whd/posters/employee-polygraph-protection-act

The City of Wausau is an Equal Opportunity Employer.