Administrative Services Specialist
Full-Time | Village of Winneconne
Position Overview
Under the general direction of the Village Administrator and/or Village Clerk, the Administrative Services Specialist serves as the primary point of contact for residents, visitors, and customers interacting with Village services. This front-line position is responsible for providing courteous, accurate, and timely support across a wide range of municipal functions. The Administrative Services Specialist provides customer service for phone calls and walk-in residents at the counter for receipt of various payments and general questions including connecting the resident to the appropriate village department for further assistance, and is responsible for developing a high-level working knowledge of Village operations. The Administrative Services Specialist must demonstrate strong communication and organizational skills, a commitment to customer service, and the ability to work efficiently in a team-oriented environment.
Appointment & Selection
This position is appointed by the Village Administrator, with input from department colleagues as appropriate. Selection is based on qualifications, experience, and overall fit with the Village team.
Key Responsibilities
Note: The following duties are illustrative and not all-inclusive. Additional responsibilities may be assigned based on departmental needs.
Customer Service & Front Desk
- Serve as receptionist and greeter for all walk-in visitors and incoming phone inquiries.
- Respond to resident questions, concerns, and complaints with professionalism and tact.
- Direct inquiries to appropriate departments and personnel.
Licensing & Permitting
- Process and track license applications, including:
- Alcohol, cigarette, dog, boat trailer, compost site access
- Accept, review, and route permit applications including:
- Building, zoning, street excavation, and right-of-way
- Maintain permit logs and ensure completeness of applications.
Facility Reservations
- Coordinate and manage public facility rentals:
- Parks, community hall, gazebo, and other public spaces
- Collect reservation fees, maintain calendars, and provide facility information.
Financial & Utility Support
- Assist with utility billing entry and payment processing.
- Accept payments for taxes, utilities, permit fees, and other services.
- Maintain accurate financial records in accordance with municipal standards.
Office Administration
- Maintain an organized filing system (electronic and paper) for permits, licenses, and financial records.
- Monitor and replenish office supplies inventory.
- Operate standard office equipment (phones, printers, postage machine, copier, etc.).
Minimum Qualifications
- High school diploma or GED required; associate degree or related coursework preferred.
- Previous experience in a customer service or professional office setting required.
- Familiarity with basic accounting, filing systems, and municipal operations a plus.
- Proficiency with office technology and software (e.g., Microsoft Office, email, phone systems).
- Strong interpersonal, communication, and organizational skills.
- Ability to manage multiple tasks, prioritize workloads, and maintain confidentiality.
Working Conditions & Physical Demands
- Standard office environment with moderate noise level.
- Frequent sitting, standing, reaching, bending, twisting, and kneeling.
- Ability to lift or carry objects weighing up to 30 pounds.
- Visual and manual dexterity to operate office equipment; vision may be corrected with glasses or contacts.
- Confidentiality and discretion required, particularly when handling sensitive records.
Confidentiality Statement
The Administrative Services Specialist may have access to personal or sensitive information. All such information must be treated as confidential and stored securely, in accordance with Village policy and applicable laws.
Job Type: Full-time
Pay: $21.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Shift:
Ability to Commute:
- Winneconne, WI 54986 (Preferred)
Ability to Relocate:
- Winneconne, WI 54986: Relocate before starting work (Preferred)
Work Location: In person
