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Administrative Assistant

City of Racine
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POSITION PURPOSE:
The Administrative Assistant – Finance Department serves as the primary administrative and operational support for the entire Finance Department, including the Finance, Payroll, and Purchasing divisions. Acting as the administrative backbone of the department, this position is responsible for performing a wide range of complex, high-level clerical, financial, and communication tasks with accuracy, confidentiality, and professionalism. The role supports all departmental personnel, from leadership to frontline staff, ensuring consistent coordination, recordkeeping, and workflow management. Serving as a liaison between internal teams, other City departments, elected officials, and the public, the Administrative Assistant contributes to the smooth operation of financial functions and delivery of services. A high level of organizational skill, customer service, and adaptability is essential to thrive in this fast-paced municipal environment.

 

ESSENTIAL DUTIES:

  • Collects, compiles, and organizes information and documentation to support meetings and discussions involving the Mayor, Common Council Committees, city staff, and the general public.
  • Independently drafts, edits, and distributes professional correspondence, reports, and memoranda, ensuring accuracy, clarity, and compliance with organizational standards.
  • Prepares and types financial documents including monthly and annual financial statements, departmental budgets, grant reports, and special financial analyses.
  • Transcribes and formats financial dictation and creates correspondence using both guided and self-initiated content; compiles internal and external communication materials including newsletters and public notices.
  • Manages the department’s correspondence systems and tracks inter-departmental communications; serves as a liaison between the Finance Department and other City offices.
  • Screens calls and greets visitors; schedules and coordinates meetings, conferences, and appointments using independent judgment and knowledge of departmental priorities.
  • Assists accounting and clerical staff with research and documentation needs; monitors and updates department calendars and tickler systems to track key deadlines and compliance dates.
  • Coordinates travel logistics and reimbursements for departmental personnel; ensures compliance with city travel and expense policies.
  • Prepares agendas, minutes, and reports for the Common Council; attends meetings as the official recording secretary and disseminates official records accordingly.
  • Attend Finance and Personnel Committee meetings, taking comprehensive notes and preparing formal minutes and agenda packets for official records.
  • Compiles, analyzes, and records financial and statistical data; collaborates on the development and publication of the Annual Budget, 10-Year Capital Improvement Plan, and Annual Financial Statements.
  • Maintains and updates administrative procedures and workflow systems to ensure efficient recordkeeping, data management, and compliance with audit and reporting requirements.
  • Assists with documentation required for financial consultants, external auditors, and rating agencies during bond issuance and annual financial reviews.
  • Manages inventory of office supplies, places and tracks purchase orders and coordinates invoice payments with the Finance Department.
  • Maintains regular and reliable attendance and meets deadlines consistently.
  • Contributes to departmental success by taking on additional duties and responsibilities as appropriate or assigned.


ASSOCIATED DUTIES:
Performs related clerical or administrative assignments as directed by the Finance Director/City Treasurer, and Deputy Finance Director, including support for special projects, audits, or departmental events.

 

Minimum Qualifications

  • Associate degree or sixty (60) credits from an accredited institution in secretarial science, finance, accounting, public administration, or a related field and a minimum of two (2) years of administrative experience in a financial or governmental setting. A bachelor's degree in a relevant field and one (1) year of experience may substitute. Relevant education may be substituted for experience on a year-for-year basis.

 

Preferred Qualifications

  • 1+ years of administrative assistant experience
  • Racine County Resident
  • Bilingual proficiency (Spanish/English) preferred.


KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

  • Strong background in governmental finance operations and familiarity with municipal budget processes, fund accounting, and financial reporting.
  • Ability to be extremely detailed oriented.
  • Ability to use professional soft skills on a daily basis to help external and internal customers
  • Ability to become familiar with all department functions, policies, procedures, abilities, and the department's relationship to other City areas.
  • Capacity to learn and effectively use various computer systems.
  • Ability to understand, follow, and remember involved written and oral instructions, policies and procedures, while performing tasks effectively and maintaining a high level of accuracy and attention to detail.
  • Ability to take control of difficult situations by anticipating problems, analyzing alternative solutions and initiating appropriate corrective measures within established regulations, prescribed policies, and procedures under stressful conditions.
  • Ability to handle confidential material properly.
  • Accurate transcription skills from dictation and audio files.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to design custom forms, templates, and mail merges.
  • Demonstrated organizational and multitasking abilities; able to handle complex projects and shifting priorities with minimal supervision.
  • Excellent verbal and written communication skills with attention to grammar, tone, formatting, and proofreading.
  • Demonstrated ability to maintain confidentiality, use discretion, and handle sensitive matters with tact and professionalism.
  • Strong interpersonal skills with the ability to build positive working relationships with staff, officials, and the public.
  • Skilled in creating systems and procedures for tracking deadlines, data, and documentation.
  • Familiarity with governmental software applications and electronic filing systems preferred.
  • Ability to work flexible hours, including evenings, and adapt to time-sensitive, high-pressure situations.
  • Ability to oversee projects and meet deadlines working both independently and with a team.
  • Emotional intelligence and customer service orientation.
  • Bilingual proficiency (Spanish/English) preferred.


SPECIAL REQUIREMENTS:
Must be available to attend evening meetings and perform occasional overtime as needed.
 

PHYSICAL DEMANDS OF THE POSITION:
Regular sitting, standing, walking, and stooping.
Occasional kneeling, crouching, climbing, bending, and reaching.
Frequent use of hands and fingers for typing, writing, and handling documents.
Verbal communication and active listening required throughout the workday.

ENVIRONMENTAL/WORKING CONDITIONS OF THE POSITION:
Standard office environment with climate control.
Frequent extended periods of computer use and desk work.
Occasional interruptions and shifting priorities in a fast-paced administrative setting.
This job is fully in person

EQUIPMENT USED:
Personal computer, Microsoft Office applications, financial software systems, typewriter, transcription equipment, copier, fax machine, calculator, telephone, and general office equipment.

 

This job description is intended to identify essential duties and also illustrates other types of duties that may be assigned. It should not be interpreted as describing all of the duties that will be required of an employee or be used to limit the nature and extent of assignments that an individual is required to perform. In addition to the responsibilities and duties listed, it is expected that employees maintain a consistent and reliable attendance record. Job descriptions are subject to revision at any time at the discretion of the Utility or City of Racine.

The City of Racine is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.