Job Description – Administrative Assistant Page 1

Purpose of the Position of Administrative Assistant

This position is responsible for providing high-quality customer service to the public and
providing administrative support for the Village of Wind Point and Wind Point Water Utility.

Scope
This position reports to the Village Administrator/Clerk-Treasurer and will work as part of the
administrative team.

Responsibilities
As Administrative Assistant, he/she provides consistently excellent customer service in helping
individuals at the front counter, answering and directing phone calls and responding to
electronic communications. He/she carries out a variety of front counter functions, including
receipting payments for the Village, Water Utility and Municipal Court; processing license and
permit applications; selling yard waste stickers; administering absentee voting and voter
registration; receipting property tax payments; counting and reconciling the cash register;
providing general information about Village services; and, other front counter duties as
assigned.
The Administrative Assistant assists and provides backup to the Deputy Treasurer/Court Clerk
in maintaining Village and Utility accounting records in QuickBooks including accounts payable,
payroll, payroll taxes, deposits, and accounts receivable. He/she is also asists with maintaining
financial record files that are up-to-date and easily auditable. He/she may produce monthly and
other reports as directed and both prepare for and participate in the annual audit of financial
records.
He/she assists and provides backup with generating bi-weekly, monthly, and quarterly payroll
checks, paying payroll taxes, and managing benefit payments and records. He/she may assist
with administering employees’ health insurance coverage, retirement coverage, and deferred
compensation payments.
The Administrative Assistant performs and provides backup with general clerical support to help
ensure the smooth operation of Village functions by assisting with filing and document
management; drafting and/or editing correspondence; preparing mailings; scheduling meetings
and maintaining calendars; preparing content for newsletter articles and other literature; and
other duties as assigned.

Main Activities
1) Provide clerical and receptionist support to the Village Office:
a) Greet and service visitors to the Village Office;
b) Take payments for the Village, Utility, and Municipal Court;
c) Answer the phone and answer and/or distribute calls/messages;
d) Maintain office files and filing systems.
2) Assist with maintaining accounting records of the Village and Water Utility.
3) Perform other duties as requested to provide professional service to the public.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge
1) Knowledge of modern office and computer equipment, practices, and procedures.
2) Have or be able to develop proficiency in using software applications, including QuickBooks
and Microsoft Office.
Job Description – Administrative Assistant Page 2

3) Have or be able to develop an understanding of municipal services and procedures.

Skills and Abilities

The incumbent must demonstrate the following skills:
1) Computer skills
2) Record-keeping skills
3) Effective communication skills in English

The incumbent must be able to:

1) Collect and account for money accurately
2) Assemble, organize, and analyze data
3) Learn new skills with limited instruction
4) Work confidently and considerately with other team members
5) Demonstrate good time management skills
6) Deal with the public diplomatically
7) Solve problems commensurate with responsibilities given
Personal Attributes
The incumbent must demonstrate the following personal attributes:
1) Strong desire to provide consistently high quality service to the public
2) Be honest and trustworthy
3) Be respectful
4) Demonstrate sound work ethics
5) Be self-directed as well as able to follow directions
6) Be flexible
7) Possess cultural awareness and sensitivity

POSITION QUALIFICATIONS
The position requires a high school diploma or equivalent, with additional training preferred in
the areas of accounting, computer use and office procedures. This position also requires a
minimum of two years of prior office experience with accounting and customer service
experience. Equivalencies may be considered.

WORKING CONDITIONS
Physical Demands
The Administrative Assistant will have to sit and use office equipment and computers and may
also have to do some light lifting of files, supplies and materials from time to time.
Environmental Conditions
The Administrative Assistant may find the environment to be busy and will need excellent
organizational and time management skills to complete the required tasks.
Sensory Demands
Sensory demands include use of the computer, which may cause eyestrain and occasional
headaches. The Village Office may be busy making it difficult for the Administrative Assistant to
concentrate.
Mental Demands
The Administrative Assistant will have to manage a number of requests and situations at one
time, sometimes with tight deadlines.