Office Supervisor (Administration)

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An Equal Opportunity Employer

Position Summary

This position is responsible for coordinating activities and supporting the County Administrator while serving as the Office Supervisor and managing the daily affairs of the County Administration office. SUPERVISION This position provides supervision to the Administrative Assistant in the County Administration office by carrying out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; counseling and discipline; completion of performance appraisals; addressing complaints and resolving problems; and making recommendations to the County Administrator concerning hiring. SCHEDULE Days: Monday - Friday Work Hours: 8:00 am - 5:00 pm (some evening hours necessary for meetings) Hours Per Shift: 8 Shifts Per Pay Period: 10 Position FTE: 1.00 Applications are being accepted from current County employees as well as members of the public.

Essential Duties and Responsibilities

This reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. While working in Office Supervisor role, deliver contributions related but not limited to:

• Provide office management, staff supervision and training, and workflow monitoring.
• Develop and maintain relationships with elected officials, departments, managers, supervisors, and other employees.
• Prepare committee agendas; assemble committee packets; and ensure that all packets are distributed to County Board Supervisors, citizen members, media (as requested), and appropriate departments.
• Work in partnership with IT on all conference and boardroom technologies, including the regular use of meeting room technology and troubleshooting.
• Draft ordinances, resolutions, and departmental operating procedures as directed by the County Administrator.
• Provide administrative support to ensure successful meetings between the County Administrator and community organizations or internal groups.
• Prepare correspondence to community agencies, businesses, citizens, and county staff.
• Prepare and distribute the Department Head Working Group and Walworth County Leadership Team meeting agendas.
• Review, make recommendations, craft, and deploy content for the Administration Department's portions of the County website.
• Monitor the reporting and tracking of liability claims to the county's general liability insurer as directed by the Risk Manager.
• Revise and post administrative procedures when and as directed by the County Administrator.
• Oversee the process for the recruitment, approval (appointment), and tracking of County committee citizen-member volunteers and related vacancies.
• Maintain a database of memorandums of understanding,
• Answer public, staff, and County Board inquiries under the direction of the County Administrator.
• Plan and coordinate special events.
• Complete research and projects as assigned.
• Represent the County Administrator on committees and at meetings as assigned by the County Administrator or appointed by the County Board.
• Coordinate County Administrator's schedule and email.
• Assist in preparation of annual office budget and monitor office expenditures in compliance with adopted budget and board policies.
• Provide administrative or project support throughout the Department of Administration as required and as directed by the County Administrator.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience Bachelor's degree or formal preparation equivalent to a four-year program, and one or more years of relevant prior experience including the supervision of staff; or an equivalent combination of education and experience that results in the demonstrated competency to perform the work. Knowledge, Skills and Abilities Must possess computer and writing skills to effectively develop resource information and materials. Proficiency in use of computer programs such as Microsoft Word, Excel, Publisher and Power Point. Strong customer service skills and personal interaction capabilities, including both written and verbal, using patience, sensitivity, and tact under often stressful conditions involving service complaints and alleged performance issues. Ability to successfully handle multiple projects and set priorities, along with overall coordination, analysis, and retention of information and data which requires computation capabilities. Ability to listen to and communicate with department heads, managers, and co-workers, as well as with all sectors of the general public. Strong oral and written communication skills, including the ability to edit written materials for content, grammar, and structure. Interactions and Communications Provides specialized information and/or recommendations to others regarding an area of expertise. Decision Making This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or work unit within the department and information is provided with additional research and observations which contributes to the decision making process. Thinking and Problem Solving In relation to established procedures, protocols, and policies of the County, challenges in this position tend to be diverse and not always covered by precedent or established practice. Tools & Equipment Used Meeting Recording and Management Software Telephone Calculator Copy Machine FAX Machine Personal Computer/Printer/Scanner WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Selection Process

TO INCLUDE: Formal Walworth County Electronic Employment Application Education & Experience Review Oral Department Interview Reference Check Background Check Post Offer Physical Exam Drug Screen Other job related tests, such as but not limited to a writing sample, may be required.

WALWORTH COUNTY EMPLOYEE BENEFIT SUMMARY I - Salaried Exempt Employees BARGAINING UNIT: Salaried Exempt Employees DATE: January 1, 2019 EMPLOYMENT STATUS: All employees of Walworth County are at-will employees. BASIS OF PAYMENT: Salaried, FLSA Exempt. You are not eligible for overtime or compensatory time. You are required to account for all time absent from your regular work schedule. SCHEDULED TIME OFF: Accrued based on salary each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. You accrue scheduled time off (pro-rated for part-time) equivalent to the following: 15 days per year after 1 year of Walworth County Service 20 days per year after 5 years of Walworth County Service 25 days per year after 15 years of Walworth County Service PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick leave bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year. EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence. HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE. INSURANCE: Employees hired into a .75 FTE or higher position are eligible for Health, Dental, Life, Vision Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete enrollment forms within 30 days of hire. Employees hired into a .50 FTE or higher position are eligible for all benefits listed below except Health insurance. Employees hired into a .49 FTE or less position are eligible to participate in Short-Term Disability only. Health Insurance: You can choose Tier 1 or Tier 2. Tier 1 is a standard co-pay plan. Tier 2 is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). The County will contribute an amount approved by the County Board, payable as a lump sum to your HSA for Tier 2. You may also elect to contribute to your HSA up to the IRS maximum. You may elect either family or single coverage. The monthly premium will be split between the County and the employee. Dental Insurance: You may elect either family or single coverage. The county shall pay 100% (single or family) of the premium for a full-time and 50% (single or family) of the premium for a part-time employee enrolled in dental insurance. Life Insurance: The County provides you with term life insurance in an amount equal to $50,000. You have the option of purchasing additional coverage for yourself, spouse, and/or dependent children. Short-Term Disability Insurance: The County provides you with Short-Term Disability Insurance with premiums paid by the employer. LTD Insurance: The County provides you with Long-Term Disability Insurance. The monthly premium is 0.83% of your insured monthly wages. The County shall pay 67% of the premium & the employee shall pay 33% of the premium. Vison Insurance: You may elect to participate in Vision insurance. The employee electing coverage shall pay 100% (single or family) of the premium for vision insurance. WISCONSIN RETIREMENT: You are covered under the Wisconsin Retirement System if you are expected to work a minimum of 1200 hours per year for a period of one year or more. The WRS provides you with separation, disability or retirement benefits upon termination. The payment is split between the county and employee, as prescribed by state law. Employees expected to work less than 1200 hours per year will not receive this benefit. EDUCATIONAL ASSISTANCE: After completing 6 months of employment, you are eligible to participate in the Educational Assistance Program and receive partial reimbursement for tuition upon completion of approved courses. TAX-SHELTERED BENEFITS: You may elect to participate in the following tax-sheltered benefits: Deferred Compensation (S457 plan) Medical Spending Account (S125 plan) Dependent Care Plan (S125 plan) Health Savings Account (S223 plan) WORKERS COMPENSATION: You are covered by Workers Compensation for any illness or injury arising out of your employment. Medical expenses and compensation for lost time are paid from the workers' compensation plan. In addition, the County will supplement the workers' compensation lost-time payment for up to 1 year, making you whole on a "net-check" basis. DIRECT DEPOSIT: You are required to participate in direct deposit of your paycheck to a banking institution of your choice. EMPLOYEE ASSISTANCE PROGRAM: You and your family are encouraged to use the Employee Assistance Program for help in addressing confidential family and financial matters. EAP services are provided through Curalinc. Please call View phone number on us.edajobs.com for help. BEREAVEMENT LEAVE: You will receive pay for up to 3 days for the purpose of bereavement over the death of your spouse, child, step-child, parent, step-parent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or other member of the immediate household (excluding renters). You will receive up to 1 day of pay for the death of your brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece or nephew. JURY DUTY: Your regular wages will be made-whole for any time you are required to serve on jury duty. MILITARY LEAVE: Your regular wages will be made-whole for up to two weeks for you to meet your annual two-week reserve duty obligation. Extended military leaves are provided in accordance with state and federal laws. LEAVE OF ABSENCE: You are required to request a leave of absence in writing and a minimum of 15 calendar days prior to your expected absence. All leaves are subject to approval of the Human Resources Department and are at the discretion of the County's representative, except as otherwise required by law. Under emergency situations, the leave papers must be submitted within 5 days after the absence begins. Periods of absence less than 5 days may be approved by your department head. Note: This Summary provides only a brief outline of your benefits. All benefit terms and conditions are subject to the specific provisions of plan documents, policies, and/or legal rules and regulations. These benefits are subject to change from time to time by action of the County Board and/or Human Resources Committee.