Administration Operations Specialist

TITLE: Administration Operations Specialist LEVEL: K
DEPARTMENT: Administration

FUNCTION:

Provides confidential administrative and financial support to the County Administrator and the Administration Department. Performs complex tasks relating to personnel, County policies, benefits, insurances, and accounting. Coordinates office operations and serves as a key contact for employees, departments, insurers, and the public.

MAJOR RESPONSIBILITIES

1. Acts as confidential secretary to the Administrator including, but not limited to, preparing all correspondence involving the County Administration Department, collective bargaining, grievance handling, litigation, public relations, job descriptions, policies and procedures.
2. Acts as receptionist for Administration, greets the public, makes appointments and answers the telephones. Handles routine questions posed by the public and various departments and directs others to the proper office or person.
3. Responsible for departmental vouchers, deposits, and credit card processing.
4. Administers Waushara County’s workers compensation program. Gathers information from employees and department heads and serves as main point of contact.
5. Coordinates property and liability coverage for the County. Serves as main point of contact between the County and its liability and property insurers.
6. Review and submit loss report and bills for auto insurance claims for all County departments.
7. Handles Health Reimbursement Accounts (HRA) documentation and annual reconciliation.
8. Assists with the employee wellness program, including scheduling health risk assessments, assisting with the Health Coach contract, and determining annual Health Savings Account (HSA) contributions for employees.
9. Participates as a member of the negotiations team for union contracts.
10. Prepares payroll budget worksheets for annual budget process.
11. Assists Finance Director as needed and serves as backup in absence of Finance Director relating to essential functions such as accounts payable, accounts receivable, and general ledger.
12. Serves as backup to HR Specialist for employee onboarding and leave administration.
13. Processes unemployment compensation paperwork and claims and represents the County in unemployment compensation hearings when required.
14. Coordinates employee-wide events, assists with employee communications including creation of employee newsletter.
15. All other duties as assigned.

WORKING ELEMENTS

A. Education, Training and Experience

• Associate degree in business administration, human resources, accounting or other relevant field of study.
• Four to six years experience in administrative role in office setting.

B. Knowledge, Ability and Skills

• Knowledge of typing and word processing, calculators, phone systems, office practice, record keeping, finance/accounting/payroll, human resources, insurances and State Statutes.
• Knowledge of County computer systems network and internet access. Knowledge of software associated with County computer systems including Microsoft office Suite including SharePoint and Outlook calendar.
• Ability to handle administrative detail accurately and efficiently, deal with a variety of people, including department heads and the public, and build confidence and respect for the department.
• Skill in meeting deadlines and working accurately, plan and organize work, communicate clearly on a variety of matters and maintain confidentiality.

C. Responsibility and Authority

• Responsible for handling all secretarial functions that relate to overall County Administration and personnel matters in a confidential matter. Authority to run office in absence of Administrator.
• Authority to coordinate scheduling of fill in staff.
• Maintains regular and predictable attendance.
• Promote, get along, and work in a harmonious relationship with others including but not limited to outside agencies and other County Departments.
• Be able to perform duties, follow policy and procedures independent of direct supervision.

D. Working Conditions.

Normal office conditions. Primarily sedentary position, exposure to VDT screen. Some standing, bending, minimal lifting. Repetitive motion relating to computer work. Communications with public and employees.

https://wausharacountywi.munisselfservice.com/ess/employmentopportunities/default.aspx

Deadline Note: