POSITION FILLED
Administrative Assistant Internship
City of Milton
Job/Project Description
The City of Milton is offering an internship position as an Administrative Assistant Intern at city hall. The intern will perform a variety of administrative support services to the general public including the City Clerk, City Administrator, Mayor, City Council, and other Department Heads. The intern must work efficiently in a governmental office that is fast-paced and where priorities and tasks change often. The Administrative Assistant Intern will work under the direction of the City Clerk and general day-to-day supervision, administrative direction, and performance evaluation shall be received from the City Clerk.
Major duties and responsibilities include*:
- Respond to public inquiries either by phone or in person and assist in providing information on, but not limited to, property taxes, assessments, legal descriptions, city records, ordinances, park rental information, Department of Public Works service, trash, water, other complaints, and general City services.
- Work on special projects assigned by the City Administrator or City Clerk.
- Filing, organizing, and maintaining confidential and public records.
- Receive park rental applications and prepare permits for renters, coordinate process as assigned.
- Receipt water payments, animal licenses, property tax payments, and any other Accounts Receivable for the City.
- Receive Direct Seller applications and follow approval process with Milton Police Department and City Clerk; prepare license for applicant.
- Assist with the update of Dog/Cat licenses.
- Work with Department of Public Works to administer building permitting process (receipt building permits, update permit file as needed, prepare reports for submission to State, and prepare necessary correspondence).
- Assist with filing Ordinance and Resolution that have been approved.
- Provide general and detailed assistance with election process (register new voters, send voter cancellation documentation to municipality, prepare and verify absentee voter application, and assist where needed on election day, update voter list after election, and any other election duties assigned by the City Clerk).
- May assist with preparing public hearing notices with accuracy and detail, use plat maps to determine surrounding property owners to be notified, submit notice to newspaper, and follow through with proof of publication from official newspaper.
- If necessary, act on behalf of the City Clerk to record minutes of a Committee/Commission in the absence of the Clerk.
- Perform various administrative tasks as assigned and directed by the City Administrator, some of which may be confidential.
- Assist with Assessment records.
- Assist with agenda packets, copy all supporting documents and distribute to committee members, council and staff; post agendas at designated places in the City as directed by the City Clerk; create information book for Plan Commission, Common Council, and Personnel & Finance and maintain on a monthly basis.
- Verify beginning balance of cash drawer at start of day and count cash drawer at end of day and balance to report.
- Provide general assistance with website update and maintenance, including adding information to events calendar, updating minutes/agendas, updating contact information, and other routine website maintenance tasks.
- Commit to a teamwork environment, work efficiently in the office setting, and prioritize tasks consistent with daily requirements of the office.
Additionally, occasional minimal evening and weekend work required depending on time of year and priorities of the City Clerk and other departments.
* The intern should not expect that every duty and responsibility identified will be assigned to them on a regular and/or recurring basis. The specific responsibility statements are also not intended to be all-inclusive.
This internship is a PART-TIME position. The internship is PAID at a rate of $8.00/HOUR. This internship has an approximate START DATE of JUNE 1, 2009 and it is preferred that the intern make a ONE-YEAR to a ONE AND A HALF YEAR commitment to this internship. The possibility exists for this internship to continue beyond this length.
Qualifications**
- Knowledge of office equipment and computer systems including computers, copiers, fax machines, other office equipment, and general office computer software, particularly a strong knowledge of Microsoft Office (Word, Excel, Access, Outlook, etc.).
- Knowledge of office practices including filing and record keeping.
- Ability to manage/handle cash and check payments in an accurate mannter; ability to use a cash register.
- Ability to use sound judgment when screening and referring inquiries by phone or in person.
- Ability to effectively and efficiently schedule and organize work.
- Ability to perform job duties with considerable independent judgment and initiative under limited supervision.
- Ability to learn on the job and to change tasks quickly.
- Ability to understand municipal government practices.
- Demonstrated ability to interact well with others, including co-workers and customers is necessary as are good communication skills.
- High School diploma required; registered in a four-year bachelor degree program desired.
- Sophomore or junior bachelor degree students in business, finance, human resources, political science, public administration, or a related field preferred.
- Experience in customer service, general business, or government is a plus.
- Willingness to make at least a one-year commitment is preferred.
- Minimum GPA of 3.25 is required.
** The specific criteria statements are not intended to be all-inclusive, but represent typical criteria necessary to successfully perform the job.
MANDATORY HIP Career Development Education Activities
The Hawk Internship Program (HIP) includes the MANDATORY completion of a series of career development activities designed to help interns get the most out of their internship experiences. The student hired for this HIP opportunity (a “Hawk Intern”) must complete the following items:
- Meet with Internship Coordinator Laura Jacobs (Career & Leadership Development) BEFORE beginning work at the internship site. Expectations will be reviewed, and you will be expected to sign an agreement indicating that you understand and will abide by those expectations.
- Complete a Statement of Intent, a one to two page paper discussing your interest in and goals for the internship. You will also write up a Learning Contract with your site supervisor. Both documents must be submitted to the Internship Coordinator by the second week of the internship.
- Midway through the internship, the Internship Coordinator will conduct a Progress Review. This check in with you and your supervisor will be in the form of a site visit, conference call, or individual meeting.
- Complete a Reflective Summary, a two page paper reflecting on your internship experience. This document must be submitted no later than the final day on the job.
- Complete an Evaluation of the employer.
Hawk Interns who complete all of these activities will not only have a true internship experience, they will also receive a certificate of internship completion from the university.
These activities are a not for credit. Hawk Interns who wish to seek academic credit for their HIP internship must speak with the faculty internship coordinator in their major field of study. In order to earn academic credit, you may need to meet certain prerequisites (ex. GPA, previous coursework). Further questions about earning academic credit for an internship may be directed to Laura Jacobs, Internship Coordinator.
About the City of Milton
Common Council Mission Statement: With integrity and involved citizens, the City of Milton Common Council will strive to preserve a high quality of life, meet the public’s needs with cost effective services, and foster a community in which people are proud to live.
The City of Milton’s population is 5,660. Additional information regarding the municipality is available at www.ci.milton.wi.us.
City of Milton
Milton, WI
Number of Employees: 8
Website: www.ci.milton.wi.us
