JOB
CITY OF JANESVILLE DIVERSITY STATEMENT:
The residents of Janesville choose this community not just as a place to live but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville to serve the residents of “Wisconsin’s Park Place.”
OBJECTIVE:
Under the general direction of the City Attorney, this position provides a broad range of paraprofessional, administrative, and office support services to both the City Attorney’s Office and the Human Resources Office. The role requires handling sensitive and confidential information with the highest level of professionalism and ethical conduct, while consistently demonstrating strong initiative, sound judgment, and the ability to work independently in a fast-paced, service-focused environment.
RELATIONSHIPS:
Reports to: City Attorney. Also receives direction from the Human Resources Director.
Supervises: Has no regular supervisory duties.
Has regular work contact with City elected and appointed officials, Department, Division, and Office Heads, City employees and retirees, court administrators, vendors, outside agencies, and the general public.
EXAMPLE OF DUTIES
ESSENTIAL DUTIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Serves as office receptionist; receives, screens, and processes telephone calls and walk-in inquiries; takes messages or forwards calls accordingly; ascertains nature of business and provides applicable information; responds to emails; schedules meetings and appointments; keeps City Attorney and Human Resources staff informed of relevant relating to the offices.
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Prepares, types, and/or transcribes a wide variety of materials including letters, correspondence, memorandums, voicemails, policies, tables, graphs and charts, deeds, leases, contracts, reports, schedules, and notices from rough copy to final draft.
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Prepares and processes documents related to adult and juvenile traffic and ordinance prosecutions, worthless check complaints, truancy subpoenas, and other prosecution documents and forms; maintains associated records, files, and statistical data.
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Maintains confidential personnel information (e.g., personal data, medical information, compensation, benefits, performance evaluations, attendance records, and employment separation materials) in compliance with legal requirements and City policies.
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Assists Attorneys in preparing and maintaining a court document filing system; files documents with the courts following attorney review and approval.
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Provides general office support, including data entry, proofreading, document management, updating databases and logs, processing forms, copying, scanning, faxing, shredding, and sorting and distributing incoming and outgoing mail.
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Assists with new employees onboarding by preparing City photo and identification badges.
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Calendars court hearings, notices, deadlines, and appointments; assists with case management activities.
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Assists with recruitment processes as directed.
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Responds to a variety of employee and retiree inquiries, including benefits and FMLA paperwork.
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Conducts researches on cases, legal issues, and personnel matters; serves as a notary public.
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Prepares and distributes new employee welcome messages and related HR communications.
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Maintains the Law Library, including pocket parts, updates, and periodicals.
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Prepares periodic reports and documentation; assists with annual budget preparation for both offices.
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Assists in administering employee recognition programs.
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Coordinates scheduling, food ordering, and setup for training seminars, meetings, and related events.
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Serves as a representative on the City’s Administrative Safety Team; adheres to all City safety policies and procedures.
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Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.
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Performs other special projects and other job duties as assigned or required during regular and non-business hours.
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All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster, or the City Emergency Operations Center has been initiated.
