Office Associate I Part-Time

Kenosha City Attorney's Office
Part Time  - approximately 20 - 25 hours/ week

Under general supervision of the City Attorney's Office, provides moderately complex, specialized clerical support to a specific functional area or a first level manager. Knowledge of department policies and procedures and good communication and keyboard skills are critical to this position. Duties include a variety of clerical tasks and extensive public contact work. This position requires a high-level of confidentiality and decision-making with the ability to prioritize and multi-task.

• Assist and provide backup support with managing, organizing and preparing Municipal Court case files.
• Process, compile and send out discovery request responses for court cases.
• Assist attorneys in obtaining information.
• Maintain docket and tickler reports.
• Work with court clerks to reschedule court cases.
• Organize and maintain law libraries and document case files.
• Support attorneys in their work through a variety of support - based administrative duties. (including scheduling meetings and preparing material)
• Maintain bankruptcy files and file proof of claim when needed. 
• Reviews and pay bills, invoices, and documents as needed.
• Researches, collects, and compiles data for administrative reports.
• Performs administrative duties for projects or reports ensuring completion in a timely manner.
• Answers telephone and receives inquiries and, providing information based on general knowledge of programs and activities, or referring callers to appropriate personnel as necessary.
• Greets citizens or visitors and directs to proper unit or provides service,  information and assistance related to programs or services provided by assigned area, determines problems and schedules appointments.
• Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs with the ability to create documents and formulas as requested or otherwise necessary; summarizes data in preparation of standardized reports. 
• Types materials from typed or handwritten copy, which requires use of a variety of standardized formats for preparing correspondence, reports, schedules, records, minutes, etc.;  assumes responsibility for correctness of spelling, punctuation, grammar and format.
• Maintains filing system of correspondence, forms, cards, receipts, reports and/or records;  maintains log books, ledgers or other tracking documents.
• Operates automated office equipment including photocopier, computer, printer, calculator, facsimile, scanner, etc.
• Oversee storage and protection of the city Attorney's legal files according to legal requirements and assist in responses to Public Records requests.
• Other duties as assigned.

• May be required to take minutes/notes at committee meetings.
• Performs other duties as assigned.

• High school diploma or  GED required.  An associate degree or course work in office administration preferred.
• Supplemented by a minimum of two (2) year of general clerical experience including cashiering, computer operations and public or customer service; or an equivalent combination of training and experience.
• Must have keyboard skills and proficiency with a varied range of computer application programs including Word and Excel.
• Must be able to type at a rate consistent with departmental needs.
• Must be able to work outside of the normal schedule on occasion (emergency or special project) as required by supervision.

• Knowledge of municipal and departmental rules, regulations, practices and procedures.
• Knowledge of business English and arithmetic.
• Knowledge of modern office terminology, methods, practices and procedures.
• Ability to understand and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, suppliers and the general public.
• Ability to maintain confidentiality.
• Ability to make sound decisions.
• Ability to make arithmetic calculations with speed and accuracy.
• Ability to learn pertinent codes, laws, ordinances, rules, regulations, policies and procedures.
• Ability to communicate information efficiently, tactfully and impartially.
• Ability to handle reasonably necessary stress.

• Duties may involve some physical effort, i.e., some standing and walking, or frequent light lifting (5 - 10 pounds); or minimal dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.
• Duties may involve extended periods of time at a keyboard.
   

• Duties are regularly performed without exposure to adverse environmental conditions.

• This position requires sound perception and discrimination.
• This position requires visual perception and discrimination.
• This position requires oral communications ability.
   

• Must have a valid driver's license and a good driving record.
• May be required to provide a personal vehicle for use on the job.