Senior Administrative Specialist

Senior Administrative Specialist

The Senior Administrative Specialist will provide high-level administrative support for the Marathon County Administrator's Office and the Human Resources Department. As the primary contact for these offices, support includes answering phone calls, handling information requests, preparing correspondence, receiving visitors, scheduling of meetings, and additional clerical and financial responsibilities. This is a highly visible position that requires exceptional customer service and a high degree of professionalism, impartiality, integrity, and confidentiality. Responsibilities occasionally include serving as a staff liaison to subordinate bodies of the Marathon County Board, providing administrative support including preparation and posting of agendas, minutes, and informational packets. In addition to these general administrative duties, this position provides administrative oversight and cross-department coordination relative to the county's tax delinquent property foreclosure process, including property tracking, legal document generation and transmission, deadline compliance, and stakeholder communication and reporting.

This position is primarily based in the office, providing opportunities for collaboration and direct engagement with team members and the public. The office is open to the public Monday – Thursday 7:30 a.m. to 4:30 p.m. and Friday from 7:30 a.m. to noon. Moreover, Marathon County offers a flexible work environment, allowing for occasional remote work arrangements in alignment with the needs of the department and the County's policies. On occasion the selected candidate may be expected to work extended hours to attend various meetings outside of normal hours in support of department activities.

Examples of Work Performed:

• Manage schedules, set up meetings, sort incoming mail and other communications, answer questions and relay messages.
• Screen and prioritize communications and opportunities from external and internal sources.
• Manage the frequently changing schedule/calendar of the County Administrator and Deputy County Administrator.
• Support other county operations as necessary, including serving as the administrative support for the Public Information & Communications Coordinator, Data Officer, and the Justice Services Coordinator.
• Work closely with Human Resources, Finance, Corporation Counsel, and all other county departments.
• Ensure adherence to quality standards, deadlines and existing policies and procedures. Keep track of the information needs/requests made of County Administration and other departments, ensuring that the information is available as needed.
• Assist in the management of the inventory of office supplies for County Administration and Human Resources, purchasing additional items or services as necessary.
• Assist in the preparation of and coordinate the execution of Requests for Proposals that are overseen by the Office of Administration.
• Maintain regular and predictable attendance; work extra hours as required.
• Perform related work as required.

Qualifications:

An associate's degree in office administration, Business or Administrative Management, or a related field is desirable and three years of experience in a fast-paced office; OR any other combination of education and experience that provides equivalent knowledge, skills, and abilities. Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required. Duties require attention to detail and excellent customer service skills.

Additional considerations:

• Additional training or education in secretarial, administrative support, or computer applications
• Prior experience in a government setting
• Proven experience of exceptional administrative support, demonstrating confidence in problem solving and making independent decisions based on defined guidelines.

Knowledge, Skills, and Abilities:

• Knowledge of best practice principles of office operations and standard recordkeeping procedures.
• Skilled in completing basic arithmetical computations and keeping a variety of records.
• Skilled in various computer applications, including Microsoft Office suite applications. Ability to quickly learn new software applications.
• Ability to work rapidly with records and documents free of error. Assumes responsibility for correcting grammar, spelling, punctuation, and proper formatting.
• Ability to learn follow established multistep procedures in an orderly and logical manner and stick to prescribed routines without frequent supervision or specific assignment.
• Ability to make decisions within established parameters, staying within those parameters and requesting guidance as needed.
• Ability to understand and follow written and oral instructions.
• Ability to concentrate and complete work free of error with a high degree of accuracy while managing frequent interruptions.
• Ability to maintain confidentiality.
• Ability to accept behavior from the public professionally and not interpret behavior as being personally directed at agency staff.
• Ability to recommend, develop, and implement new business procedures to create operational efficiencies and value for staff and customers.
• Ability to communicate clearly, concisely, and effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with other employees, departments, agencies and other governmental entities, elected officials, and the public and interact in an honest, kind, and respectful manner that demonstrates impartiality and integrity.
• Understands the County's and department's mission, core values, plans, and priorities for the future.
• Ability to contribute to a positive work culture that fosters excellent customer service and teamwork, while demonstrating pride in our community, welcoming diversity, and exercising a high-level of integrity.
• Strong organizational skills and the ability to multitask.

Compensation:

Starting hourly rate of pay: $22.55 + Marathon County Benefits

Physical Requirements:

Low Physical Requirements - Job involves minimal physical exertion or movement. This job typically requires prolonged sitting, limited walking, or minor lifting.

All physical requirements are described with the intent to comply with the Americans with Disabilities Act (ADA). Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of their job.

Selection Procedure:

The selection of the successful candidate may be made by assessment of education and work experience, oral interview, review of references, and/or other job-related selection procedures. Depending on position requirements, the selected candidate may be required to satisfactorily complete post-offer assessments, including but not limited to education verification, background checks, driver license verification, physical examination, psychological assessment, and drug screening paid for by the County.

Equal Opportunity Employer:

Marathon County is an Equal Opportunity Employer committed to diversity. All qualified applicants will receive consideration for employment and will not be discriminated against based on age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetic information or protected veteran status.

Special Accommodations:

Marathon County will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Employee Resources Department office or phone View phone number on click.appcast.io to request special accommodations prior to the application deadline.

Notice to Applicants:

Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant's application, records, recommendations, and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the County not provide access to this information. If you choose not to have this information become a public record, you must make such a request in writing to the Employee Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law