About the Department

The City of Stoughton, an Equal Opportunity Employer, is seeking a qualified candidate to serve as a Part-time Administrative Assistant for the Front Desk at City Hall. This position is responsible for answering and directing calls to City Departments, assisting citizens at the front desk, and other general administrative duties. Candidates must have excellent organization skills, solid decision-making abilities, learn quickly, and be able to multitask. Accuracy is of the utmost importance in the position. The candidate must also be proficient with a multi-line phone system as well as Microsoft Office Suite. This position requires the ability to work independently.
This is a part-time 20-hour-per-week (1040 hours per year) position and qualifies for prorated health and dental benefits.

Position Duties

Answers incoming telephone calls and routes to appropriate persons or department. Takes and relays messages. Determines when interruption of staff is required.
Greets, directs and provides customer service to the public.
Records and types a variety of reports, memos and other correspondence, interdepartmental reports, annual reports and other financial data as assign
Provides a variety of information to visitors and caller's questions.
Performs clerical tasks as directed. Tasks include typing correspondence, memos, meeting minutes and agendas, lists, forms, and special projects as directed.
Maintains miscellaneous City Hall files, council packets, ordinances, and resolutions.
Tracks the coming and going of City staff (including lunchtime, vacations, sick time).
Tabulates monthly postage & copier usage and journal costs to the appropriate department.
Prepares meeting notices and minutes for several city committees, and maintains city meeting room calendar and website calendar.
Processes incoming and outgoing mail for City offices.
Receives complaints/concerns or requests for service and determines the proper course of action to be taken.
Requisitions office supplies, monitors inventory, and journals costs to appropriate departments.
Responsible for the coordination of employee recognition and other City events as directed.
Acts as a liaison between city residents and garbage disposal company. Distributes recycling bins and literature regarding recycling and garbage pickup.
Maintains and updates recycling and rubbish information brochure.
Maintains City Hall Notice Board and information for the public displayed on the front door of City Hall.
Performs Notary Public duties.
Assists with the preparing of absentee ballots, register voters, and assists with Election Day activities.
Assists with updating policies and procedures manual.
Assists with the preparation of Public Hearings.
Assists with issuing City licenses.
Prepares Accounts Payable invoices for entry into the Accounting Software.
Responsible for the collation and distribution of Accounts Payable and Payroll Vouchers.
Answers inquiries from the public and others regarding property assessments, tax information, and other City Treasury information.
Assists with the preparation of tax bill mailing and collection
All other duties as assigned.

Minimum Qualifications

High School diploma or equivalent and two years of responsible administrative experience including customer service, public contact, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
Customer service experience preferred.
Must be proficient with Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.
The candidate must also be proficient with a multi-line phone system.
Notary Public certification will be required within 3 months of hire.

Other Qualifications

Language Skills and Interpersonal Communication

Ability to classify, compute and tabulate data and information, following a prescribed plan requiring the exercise of some judgment.
Ability to compare, count, differentiate measure and sort information.
Ability to assemble, copy, record and transcribe data and information.
Ability to explain, demonstrate and clarify to others within well-established policies, procedures, and standards, as well as the ability to follow specific instructions and respond to simple requests from others.
Ability to utilize a wide variety of descriptive data and information, such as meeting minutes and agendas, messages, computer software operating manuals, drafts of correspondence, memos, lists, forms.
Ability to communicate effectively with city employees, city hall visitors, Alderpersons, and the general public.
Ability to prepare a variety of documents including letters and other correspondence, meeting minutes and notices, etc. using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.

Mathematical Skills

Ability to add, subtract, multiply, divide, calculate percentages, fractions, and decimals.

Judgment and Situational Reasoning Ability

Ability to use functional reasoning in performing semi-routine functions involving standardized work with some choice of action.
Ability to exercise the judgment, decisiveness, and creativity required in situations involving the evaluation of information against measurable criteria.

Environmental Adaptability

Ability to work under safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury.

Benefits

Please note that this is a summary and benefits are not guaranteed. Review the Quartz HMO or Quartz PPO Summary of Benefits and Coverage (SBC) document for coverage details or contact Quartz directly.

PART TIME BENEFITS 20+ Hours/Week
Effective 1-1-2025

The following benefits are offered to regular part-time employees, scheduled a minimum of 20 hours per week. Please note that this is a summary and benefits are not guaranteed. Review the Quartz HMO or Quartz PPO Summary of Benefits and Coverage (SBC) document for coverage details or contact Quartz directly. Benefits are not offered to employees scheduled 19 hours per week (1039 hours annually scheduled) or less.
Exception: prior WRS (Wisconsin Retirement System) pre-Act10 participation without payout. Employee may be eligible for ICI (Income Continuation Insurance), WRS (Wisconsin Retirement) and Group Life Insurance.

HEALTH INSURANCE
Coverage is effective the day after hire; premiums are deducted monthly from the 1st and 2nd payroll of the month for part-time employees.

Quartz HMO - benefits listed for in-network providers only.
Employee premium is based on the number of hours you are hired to
work.
1040 hours/yr. The employee pays 50% of the premium, City pays 50%
1170 hours/yr. The employee pays 44% of the premium, City pays 56%
1560 hours/yr. Employee pays 25% of premium, City pays 75%

In-Network Provider Coverage ONLY- See SBC for details
Deductibles are $500/single - $1,000/family
$0 co-pay for preventative/screening
$30 co-pay on office visits
$30 co-pay on urgent care visits
$100 co-pay on emergency room visits (co-pay waived if admitted to hospital)
Prescription drug co-pays:
$10/Tier 1
$35/Tier 2
$60/Tier 3
$200 Specialty drugs
$5 RX Outcomes
Out-of-Pocket Limit $2850 Single/ $5700 Family

Quartz POS
Employee premium is based on the number of hours you are hired to work.
1040 hours/yr. Employee pays 50% of premium, City pays 50%
1170 hours/yr. Employee pays 44% of premium, City pays 56%
1560 hours/yr. Employee pays 25% of premium, City pays 75%

Note: the Quartz POS coverage has higher and separate deductibles and out-of-pocket costs. Refer to the SBC for details. This Plan does allow the flexibility to use in and out-of-network providers. But, the costs are higher. Refer to the SBC for details.
Employee out-of-pocket qualified medical expenses can be run through the flexible spending plan (Section 125) which is managed through Employee Benefits Corporation (EBC). Enrollment into this plan occurs only during annual enrollment which is November/December.

DENTAL INSURANCE
Coverage is effective the day after hire. Employee premiums are based on the number of hours you are hired to work.
Delta Dental benefits listed for in-network providers only

Delta Dental In-Network Coverage:
There is no deductible for dental coverage.
Per person, per benefit accumulation period is $1,000.
Diagnostic and preventive procedures are paid at 100%
Basic restorative procedures are paid at 80%
Major restorative procedures are paid at 50%
Orthodontic procedures are paid at 0%.

DENTAL INSURANCE PREMIUMS:
Employee premium is based on the number of hours you are hired to work.
1040 hours/yr. Employee pays 50% of premium, City pays 50%
1170 hours/yr. Employee pays 44% of premium, City pays 56%
1560 hours/yr. Employee pays 25% of premium, City pays 75% *

RETIREMENT
Provider Wisconsin Retirement System (WRS)
2025 Wisconsin Retirement Rate is 13.90% for general employees. The employer and employee shares are equal at 6.95% each.

Eligibility to Participate- from the ETF Your Benefit Handbook (ET-2119) Rev10/13
Depending on when you began your job, your job will have to meet one of these two standards for it to be covered under the WRS.

One-third standard -- A position that is subject to the one-third standard meets WRS participation standards if you are expected to work at least one-third of full-time (600 hours for non-teaching employees) for at least one year from date of hire. You will remain eligible even if your job subsequently drops below one-third.
Two-thirds standard -- A position that is subject to the two-thirds standard meets WRS participation standards if you are expected to work at least two-thirds of full-time (1200 hours for non-teaching employees) for at least one year from date of hire. You will remain eligible even if your job subsequently drops below two-thirds.

If you were a continuing employee as of July 1, 2011, your job must meet the one-third standard. You will remain eligible even if your job subsequently drops below one-third.
If you were hired after July 1, 2011:

If you were a participating employee before July 1, 2011, left WRS service, did not take
A separation benefit, and are now returning in a new job, your job must meet the one-third standard.
If you were a participating employee before July 1, 2011, left WRS service, took a separation benefit, and are now returning in a new job, your job must meet the two-thirds standard.
If you were not a participating employee before July 1, 2011, your job must meet the two-thirds standard.*

If you are not expected to meet these eligibility criteria when you are hired, you will not be enrolled in the WRS at that time. However, if you subsequently work at least 12 months, and in any 12-month period you meet the hour's requirement, you are prospectively enrolled in the WRS. In this situation, your WRS coverage is not retroactive.

WRS Mandatory Employee Contributions
If your employment is eligible to be covered under the WRS, you must make employee-required contributions. These contributions are credited to your individual WRS account. These contributions are vested immediately.
Your contributions are calculated as a percentage of your WRS earnings. The contribution rates are different for each WRS employment category. The rates generally change from year to year based on the recommendation of the consulting actuary.
Your employer may have agreed to pay part or all of your employee required WRS contributions on your behalf, pursuant to a contract or collective bargaining agreement entered into prior to June 29, 2011. In addition, certain employees retained the right to bargain with their employers after that date over who will pay the employee-required contributions. Please contact your employer for more information.

GROUP LIFE INSURANCE Provider Employee Trust Funds (ETF)/Minnesota Life
Not available to regular part time employees.
Exception: Pre-ACT10- If the employee participated in WRS Pre-Act 10, they may qualify for the following the life insurance benefit. See ET-2101REV1/2016 The Wisconsin Public Employees Group Life Insurance Program document for details or contact Human Resources.

INCOME CONTINUATION INSURANCE (ICI)
Not available to regular part time employees.
Exception Pre-ACT10- If employee participated in WRS Pre-Act 10, they may qualify for the ICI benefit. Contact Human Resources for details.

ACCIDENTAL DEATH & DISMEMBERMENT Provider Employee Trust Funds (ETF)
Not available to regular part-time employees.
Coverage is equal to the total amount of your group life insurance under the basic, supplemental and additional coverages. See The Wisconsin Public Employers Group Life Insurance Program Booklet ET-2101 Rev 1/2016 for further details.

VACATION
One week is equivalent to the number of hours you are scheduled to work. Example: You work 20 hours per week. 2 weeks (40 hours) + 3 days (12 hours) would equal 52 hours of vacation.
2 weeks + 3 days at hire and less than 4 full years
3 weeks + 3 days after 4 full years of service
4 weeks + 3 days after 9 full years of service
4 weeks + 4 days after 10 full years of service
4 weeks + 5 days after 11 full years of service
4 weeks + 6 days after 12 full years of service
4 weeks + 7 days after 13 full years of service
4 weeks + 8 days after 14 full years of service
*Vacation is effective as of January 1st each year*

SICK LEAVE Pro-rated for part-time. Earned per month based on normal scheduled hours per day (i.e. 5 hour day earns 5 hours per month).

LENGTH OF SERVICE PAYMENT (longevity)The first length of service payment is $150.00 (for a 40 hour per week employee) after the employee has completed three full years of continuous full-time City employment prior to December 1 of the calendar year in which the payment is made. Subsequent length of service payments are increased by $50 for each additional year of continuous full-time employment.
This amount is prorated for employees working less than a 40 hour week.

HOLIDAYS
Employee is eligible for the listed paid holidays (in the work rules) based on the employee's normal scheduled hours of work per week. The employee is compensated for the normal hours they would have been scheduled to work. Ex: normal schedule is 4 hours. The employee would be compensated 4 hours for the holiday.

FUNERAL LEAVE May take up to three (3) days for a death in the family based on the employee's normal scheduled hours of work per week (family is defined in the Work Rules). Ex: normal schedule is 4 hours. The employee would be compensated 4 hours for the holiday.

HEALTH CLUB MEMBERSHIP - Employees are eligible for a free membership to Anytime Fitness. Anytime also offers spouse and family discounts to City of Stoughton Employee families that reside in the same household. See the City of Stoughton Employee Health Club Membership Flyer in your new hire orientation packet. *This is not a guaranteed benefit and is subject to change at any time.

OTHER BENEFITS AVAILABLE The following benefits are available to employees and are 100% employee-paid if elected. These insurances are offered to complement our existing benefits package and to offer the group rates to all benefit-eligible employees.

Flexible Spending (EBC) As stated above, eligibility for this benefit is only during annual enrollment in November/December for the next calendar year.
AFLAC Short-Term Disability, Accident, Cancer etc.
Delta Vision (EyeMed) Vision Coverage
Legal Shield Identity Theft protection & Legal Services
Costco Shop at any Costco Store, Costco.com, Costco Gas Station, Costco Optical, and Costco Travel

Disclosure: Please note that this document serves as an overview and in no way should be used to determine coverage. Please refer to your plan documents and or contact the carrier for coverage, out-of-pocket expenses, co-pays, and insured amounts. This document is subject to change at any time and by no means serves as or is intended to service as a contract.

Agency Information

Employer: City of Stoughton
Address: 207 S. Forrest St

Stoughton, Wisconsin, 53589
Phone: 608 646 0272
Website: https://www.cityofstoughton.com/hrrm