Administrative Assistant - Village of Bayside, WI

https://www.governmentjobs.com/careers/bayside/jobs/5095194/administrative-assistant?pagetype=jobOpportunitiesJobs

This description is an overview of what will be expected of you but is not designed to cover or contain a comprehensive listing of activies, duties, or responsibilities that are required.
 
 Provide front-desk service and general assistance to public by phone, email, and in-person at Village Hall, answering questions and directing residents to the appropriate contacts. 
 Communication and Coordination: Serve as the primary point of contact for inquiries. Manage and respond to phone calls, emails, and other communications from the public and stakeholders. Facilitate effective communication between departments and external entities.
 Accounts Payable and Vendor Management: Process and manage accounts payable, ensuring accurate and timely vendor payments. Maintain organized records of financial transactions and collaborate with finance departments as needed.
 Permit Applications: Assist in the handling of permit applications, including receiving, processing, and recording permits related to building services, electrical work, HVAC installations, public works related permitting, and more. Manage permit payments and ensure compliance with relevant regulations.
 Assist with preparations and coordination of the agenda and packet materials for meetings. Periodically attend and ensure accurate meeting minutes are recorded and facilitate the committee's proceedings.
 Solicit quotes for materials and supplies required for public works projects. Efficiently order necessary items, maintaining relationships with suppliers and managing purchase orders.
 P Develop informative and engaging public relations materials for projects, programs, and events to enhance community awareness and engagement.
 Assist in the development and administration of budgets related to Public Works, sanitary sewer, stormwater, and associated areas. Analyze financial data, monitor spending, and contribute to resource allocation decisions.
 Assist in researching and applying for grants, awards, and funding opportunities. 
 Assist in processing accounts receivable and municipal revenues, including fees, licenses, permits, taxes, special assessments, etc. 
 Assist with election administration; including but not limited to, maintain Village statewide voter registration system (WisVote) records and certification; process voter registration and absentee applications; assist with preparation of Election materials; assemble and disassemble election equipment.

 Non- Essential Duties:
 Maintain electronic filing system through scanning of property files, contracts and other public records and process reports and requests. 
 Prepare and process records, documents, reports, data entry, and information requests. 
 Attend and assist with community events and activities as assigned.