Administrative Assistant

Job Title

Responsible for maintaining accurate records within the Environmental Services Division.

Duties and Responsibilities

Essential Duties

These duties represent the typical duties and responsibilities assigned to this position but may not be inclusive of all tasks performed. Duties may include, but are not limited to, the following:

• Maintains knowledge of Division programs to answer general program questions
• Responsible for the efficiently creating, maintaining and reporting of the Division's bookkeeping and financial responsibilities, including but not limited to:
• Invoices, vouchers, deposits
• Budgetary, fiscal and grant reporting
• Prepare and file fiscal reports to appropriate entities to meet Divisional, county, state and other requirements
• Conducts periodic internal audits
• Creates, balances, and files monthly, quarterly and year end fiscal reports
• Maintains and updates accounting and timekeeping records and performs data entry in appropriate supporting software
• Serves as liaison with the County information technology office and the Buildings Division for equipment and/or service needs and issues
• Process incoming and outgoing mail for the agency
• Enters data into program-specific software and verifies data for accuracy, manages software updates, and runs reports for all software programs.
• Provides general administrative and clerical support services to Division as needed including general reception, mailings, and ordinance implementation support.
• Assist with public hearing and newspaper notices.
• Assist will governing committee agenda preparation and recording of minutes.
• Maintain financial records for permits and distribute appropriate fees to Towns and State on a monthly basis.
• Search office records for public requests, and distribute needed information to clientele.
• Receipt all fees in Ascent permit software and deposit all monies for Division.
• Purchase and maintain office supplies for the Division.
• Set-up and organize Division meetings and training sessions.
• Assist County Real Property Lister, as needed
• Serve as program lead for annual LWRD tree sale, annual WI Land+Water poster and speaking contest, and annual Tri-County Soil Judging contest
• Serve as lead for Polk County Fair related displays and program planning
• Assist LWRD with SWRM program cost share agreement development, change orders, reimbursement and grant fiscal management as needed
• Assist with NR 135 implementation specific to receiving, tracking of financial assurance, and correspondence related to financial assurance
• Initiate and/or support the development of Division public informational pieces such as; social media posts, newsletters, press releases, etc.

Supervisory Responsibilities: None

Qualifications

This description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel in this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An equivalent combination of Education/Experience, Knowledge, Skills and Abilities varying from those listed may be considered.

Education/Experience:

1. Associate's degree in accounting, business administration with coursework in bookkeeping
2. Two years' experience in bookkeeping, accounting, or secretarial assignments involving advanced recordkeeping
3. Experience in soil and water conservation, natural resource management, environmental sciences, land use & development, or zoning preferred

Certificates/Licenses/Registrations:

• Notary Public Certification within two months of hire

Additional Information

Physical Requirements:

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 use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. Wrist and finger manipulation due to filing, compiling, calculating, or computer work 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, and depth perception. Work requires preparing and analyzing written or computer data, using of measuring devices, operating motor vehicles or equipment and observing general surroundings and activities.

Work Environment:

Work is sedentary in nature performed within the Government Center or satellite offices/other campus locations. Equipment used may include, but is not limited to: computer, scanner, printer, iPad, cameras, calculator, telephone, copy and fax machine. Additional physical/mental requirements that occur may not be listed above, but are inherent in performing the position's essential functions.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

We are committed to providing reasonable accommodations for qualified individuals with disabilities. If you need assistance or accommodation during the application process, please contact View email address on click.appcast.io.

Benefits

Personal Time Off (PTO) is frontloaded and prorated upon hire and a maximum of 300 hours can carry over to the new accrual year.

Extended Leave

Accrual at the rate of five (5) days, 46.25 hours annually (cap 20 days)

Holidays

Ten (10) paid holidays per year (Employees working on holidays, paid over-time rate 1 times regular rate of pay)

Term Life Insurance

One (1) times annual salary at no cost to employee. Supplemental Life available for employee, spouse, & children

Retirement - WRS

Employee portion: 7.20% Employer portion: 7.20%

Deferred Compensation

Wisconsin Deferred Comp three (3) options for additional retirement savings (pre-tax)

Health Insurance

Begins on the 1 st of the month following date of hire Health Partners - three (3) plan options to choose from

Other Insurance

Dental, Vision, Long-Term Disability, Accident and Hospital

Flexible Spending Account

Administered through WEX (pre-tax dollars for medical expenses and daycare costs)

Employee Assist. Program Health Partners confidential counseling services

Wellness Options

Employees may select to participate in various wellness programs and activities throughout the year. Onsite Fitness Center and wooded walking trail available for staff enjoyment.

Tuition Reimbursement

Up to $1,500 reimbursement for approved expenses per class; and a maximum benefit of $3,000 annually