Administrative Specialist/Office Coordinator

Position Purpose
The purpose of this position is to provide comprehensive administrative and office coordination support with a high degree of flexibility to meet the evolving needs of the department. Responsibilities may vary over time and across seasons and will often involve a collaborative, team-oriented approach. A primary focus of this role is delivering exceptional customer service to both internal and external stakeholders—whether in person, by phone, or through email—on behalf of the Department of Customer Service.

To achieve this level of service, the Administrative Assistant/Office Coordinator must develop a strong understanding of departmental functions, policies, procedures, and services. Additionally, knowledge of how other City departments interface with the Department of Customer Service will be essential to provide accurate, well-rounded support and guidance. The role requires a high level of emotional intelligence, professionalism, and interpersonal skills to build and sustain effective relationships with colleagues, city staff, and the public.

Essential Duties
Administrative and Clerical Support

• Perform a range of administrative and clerical tasks including data entry, document preparation, filing (both electronic and physical), and maintenance of records.
• Prepare, organize, and maintain a variety of official documents such as legal files, contracts, agreements, voter records, correspondence, licenses, public notices, agendas, meeting minutes, cemetery deeds, and financial records.
• Ensure filing systems are maintained in compliance with departmental policies and records management standards.
• Assist in the preparation of departmental reports, transaction tracking, and data reconciliation across systems.
• Execute additional administrative tasks as directed by supervisors or departmental leadership.

Customer Service and Public Interaction

• Assist customers at the service counter by addressing questions, processing requests, and offering accurate information promptly, as needed for cross training and front counter coverage.
• Maintain a professional appearance and a customer-centric attitude in all public and internal interactions.
• Provide support for voting services, including voter registration assistance and election-related duties as assigned.

Financial and Transactional Processing

• Accurately process payments received in-person or internally, including handling of cash, checks, and electronic transactions.
• Maintain and reconcile a daily cash drawer, and assist with preparation of bank deposits as needed.
• Enter financial transactions into department systems with accuracy, adhering to standard accounting and cash handling procedures.

Office Coordination and Team Support

• Monitor and manage office supply inventory, coordinating timely ordering and restocking.
• Provide logistical and administrative support for departmental events, public meetings, and training sessions.
• Offer cross-functional support by covering duties during staff absences due to vacation, illness, or fluctuating workloads.
• Collaborate with other City departments to facilitate smooth interdepartmental operations and communication.
• Support the achievement of departmental goals and deadlines by assisting in the coordination and oversight of large-scale projects, ensuring timely completion and adherence to established timelines

Departmental Specialization and Professional Development

• Develop proficiency in specialized departmental functions as assigned.
• Demonstrate initiative by independently leading assigned tasks and contributing to overall team objectives.
• Maintain reliable and punctual attendance to support consistent department operations.
• Engage in cross-training opportunities to enhance departmental flexibility and staff capability.

General Responsibilities

• Exercise discretion and maintain confidentiality in handling sensitive documents and interactions.
• Uphold a high level of integrity, professionalism, and accountability in all work-related activities.
• Perform additional duties as assigned in support of departmental goals and objectives.

Minimum Qualifications

• High school diploma or its equivalent and three years of related work experience or a combination of education and experience from which the candidate attained the necessary knowledge, skills, and abilities.

Preferred Qualifications

• 1+ years of administrative assistant experience
• Racine County Resident

Knowledge, Skills, and Abilities Required

• Ability to become familiar with all department functions, policies, procedures, abilities, and the department's relationship to other City areas.
• Ability to use professional soft skills on a daily basis to help external and internal customers.
• Ability to be extremely detailed oriented.
• Ability to establish effective working relationships with the public and colleagues through the exercise of good judgment, courtesy, and tact.
• Ability to learn and answer involved questions regarding departmental operations and procedures.
• Ability to become familiar with local ordinances, state statutes and federal regulations; effectively convey this information to the public, and apply it to the job duties and responsibilities.
• Ability to acquire basic knowledge of accounting for cash receipts, voter registration laws, licensing and permitting laws, regulations, and policies.
• Ability to use Microsoft Office products quickly and effectively.
• Capacity to learn and effectively use various computer systems.
• Ability to understand, follow, and remember involved written and oral instructions, policies and procedures, while performing tasks effectively and maintaining a high level of accuracy and attention to detail.
• Ability to resolve problems quickly and accurately under stressful conditions.
• Ability to take control of difficult situations by anticipating problems, analyzing alternative solutions and initiating appropriate corrective measures within established regulations, prescribed policies, and procedures under stressful conditions.
• Ability to give and follow detailed instruction and have effective oral and written communication skills.
• Ability to train and lead peers in work assignments.
• Ability to work extreme hours in a complex and demanding environment involving overtime, evening, and possibly weekend hours.
• Ability to work during heavy tax collection periods, license and permit renewal periods, and elections without the possibility of taking time off.
• Ability to handle confidential material properly.
• Ability to follow directions
• Proven record of customer service and courtesy in dealing with external and internal customers.
• Proven record of ability to work independently in addition to team participation.
• Experience in proper office procedures, methods, and practices.
• Ability to maintain moderate complex records and prepare reports independently.
• Bilingual proficiency (Spanish/English) preferred.
• Proven record of consistent, punctual, and reliable attendance.
• Ability to oversee projects and meet deadlines working both independently and with a team.

Special Requirements
Experience with a variety of equipment, especially computer and software programs including Microsoft Office, Outlook, Word, Excel, and other specialized software.

Environment/Conditions of Employment

• Sitting at a desk in an air-conditioned/heated office.
• May require working a poll location during election time.
• This job in fully in person.

Physical Demands of the Position

• Standing (may require standing up to 75% of the time), walking, sitting, and stooping, kneeling, crouching, climbing, balancing, bending, and twisting, lifting, carrying, pushing/pulling to a maximum of 15 pounds, fine motor skills, sitting for long periods of time, tolerance of noise and odors from various office machines.

Equipment Used

• Copy machine, computer and keyboard, telephone, paper shredder, personal automobile, and other miscellaneous office equipment.

This job description is intended to identify essential duties and illustrates other types of duties that may be assigned. It should not be interpreted as describing all the duties that will be required of an employee or be used to limit the nature and extent of assignments that an individual is required to perform. In addition to the responsibilities and duties listed, it is expected that employees maintain a consistent and reliable attendance record. Job descriptions are subject to revision at any time at the discretion of the City of Racine. 

The City of Racine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.