Administrative Specialist – LRE
Purpose of the Position
The purpose of the Administrative Specialist – LRE is to provide complex technical and programmatic assistance to the department, which involves the application of specialized knowledge and skills related to the enforcement of procedures, processes, and regulations that apply to and are enforced through County ordinances, Wis. Administrative Code, and Wis. State Statues. The Administrative Specialist – LRE also provides administrative and clerical support to the department to support staff and programming.
Essential Duties and Responsibilities
• Perform reception duties for the department by receiving visitors, answering phone calls, sorting incoming and outgoing mail, editing department newsletter, and ordering supplies.
• Assists permit administration, including receiving, reviewing, processing, and routing the following:
o Land use
o Sanitary permits
o Fire number applications
o Non-metallic mining reclamation permits
o Holding tank/septic system maintenance
o Map amendments
o Conditional use, special exception, variance, appeals, plat requests
o Grant applications
• Prepares and administers applications, cost-share contracts, reimbursement requests, grant funding, and related documents for the following programs: LWRM, SWRM, TRM, NMFE, and Sauk County cost sharing. Reviews and prepares contracts, legal descriptions, cost share releases and satisfactions, letters, and memos. Keeps updated list of completed contract tasks and prepares materials for independent audits.
• Performs program account management tasks for LWRM, SWRM, TRM, NMFE, and Sauk County cost sharing.
• Perform fiscal account management tasks as well as monthly and annual reports for Land Resources and Environment programs for the Department as well as those administered on behalf of the State of Wisconsin which may include:
o Monthly accounts payable vouchers, associated accounting reports, and corresponding committee budget reports.
o Expense reports
o Financial reports
o Record keeping
o Reconciling billing statements with payment and deposits
o Grant tracking and reporting
• Prepares and processes bid notices, coordinates bidding, and associated contracts for cost shared practices and other various projects as needed.
• Coordinates and administers all aspects of the Sauk County tree sale program; including ordering nursery stock; updates, mailings, and emails order form; creates and maintains databases for orders; collects and deposits payments; notifies customers of pick-up details; coordinates delivery and inventory distribution.
• Assists with promotional events primarily through web postings, mailings, database maintenance, and collection of donations/program funds.
• Responds to telephone and walk-in inquiries as well as assist landowners in preparing various land use applications, collecting documents and associated materials.
• Coordinate with Management Information Systems staff and LRE Director any updates and use of the computer network, including training staff on computer use and programs, the creation of forms used for legal documents, permitting, backing up existing files and documents and providing information on system operation.
• Updates, stocks and distributes program brochures, technical guides, bulletins, business cards, contact lists, etc.
• Assist the Department director and managers with special projects.
Additional Duties and Responsibilities
• Serve as clerk for Board of Adjustment and Land Resources and Environment Committee meetings/hearings by preparing and posting agendas and meeting minutes, recording minutes, administering oaths, and managing exhibits and documents.
• Manage incoming emails and voicemails to the general department mailbox.
• Update the Land Resources and Environment Department webpage, as needed; respond to and assign citizen support center/website requests from citizens to appropriate staff members.
• Maintain files and records of permit applications, public hearing actions, maps, surveys, year-end reports and other relevant information as well as sort and file landowner documents.
• Assists in maintenance of the online septic maintenance reporting system; assist landowners with the septic maintenance program record system; and prepare annual septic mailings.
• Assists the public with GIS mapping navigation and maintains a working knowledge of the PZ Systems database and conservation software programs.
• Assists with sales of additional conservation materials, such as publications, seeds, plants, compost bins and rain barrels, DNR tree planter and sprayer.
• Reserves meeting rooms/resources; handles vehicle resource reservations, including quarterly billing statements.
• Assists in the preparation and presentation of conservation related educational efforts and events. Drafts and proofreads newsletter articles; distributes news releases to the media.
• Maintain vehicle maintenance records and department fleet insurance needs; verify documentation for employee approval to drive department vehicles.
• Prepare files and enter data into tracking software for zoning related cases; create labels and letters for mailing.
• Perform other duties as assigned.
Knowledge, Skills and Abilities
• Communicate verbally and in writing with department staff, other county departments, state legislators, state departments and staff, federal representatives and staff, plumbers, contractors, realtors, attorneys, landowners, vendor representatives, elected/appointed officials, and the general public.
• Communicate descriptive data and information such as department policies and program information, state code and administrative policy and procedures, permit applications, department forms, fee schedules, regulations, a variety of maps, site plans, activity logs, computer software operating manuals, County ordinances, and routine and non-routine correspondence.
• Explain, demonstrate, and clarify to others established policies, procedures, and standards.
• Advise and interpret how to apply policies, procedures and standards to a specific situation.
• Principles and practices of ordinance administration.
• Office procedures, terminology, equipment, record maintenance, data entry and office management.
• Manual and automated filing systems.
• Computer skills, such as word processing, spreadsheets, and database management; GIS systems include ArcView, is a plus.
• Designing promotional tools using computer programs.
• Adding, subtracting, multiplying, dividing, and calculating percentages, fractions, and decimals.
Mental Ability to:
• Proofread, develop, and compose correspondence using proper formatting, grammar, punctuation, and spelling.
• Maintain all relevant certifications, as needed.
• Compare, count, differentiate, measure, sort, classify, compute, tabulate, and/or categorize data and/or information.
• Assemble, copy, record, and transcribe data and/or information.
• Analyze data and information using established criteria to define consequences and consider and select alternatives.
• Apply functional and situational reasoning by exercising judgement, decisiveness, and creativity in everyday routine and non-routine situations.
• Analyze and interpret construction plans, maps, and laws, ordinances, and regulations.
• Maintain accurate and complete records and to prepare clear and detailed oral and written reports.
• Establish and maintain effective working relationships with state and local agencies, elected officials, other departmental staff, and the public.
Occasionally unsafe and uncomfortable in respects to noise, temperature variations, odors, toxic agents, and dust.
Required Working Hours
Standard working hours are Monday through Friday, 8:00 am until 4:30 pm. Please note these hours are subject to change and additional hours may be needed or required. Compensation for additional hours beyond normal working hours are subject to applicable state and federal regulations.
Education and Experience Requirements
Required: Bachelor’s degree in Resource Management, Land Use Planning, Environmental Planning, Soil Science, or another related field.
Proficient knowledge of Microsoft programs: Word, Excel, Power point, Publisher; and moderate proficiency in instant messaging, electronic calendars and social networking.
2 years of clerical or technical experience in public contact work, which relates to ordinance enforcement, permitting processes, grant implementation/tracking as well as general staff support for accounting and computer support.
Licenses/Certifications: Valid Wisconsin State Motor Vehicle Operator’s License
Preferred: 2 years administrative/office and project management experience.
2 years of experience in ordinance and statutory enforcement of regulations related to conservation, planning/zoning, and/or parks operations.
1 year of experience in understanding and working knowledge of DATCP staffing and cost share grants.
Prior work experience in local government operations with a multiple service department.
Any combination of education and experience that provides equivalent knowledge, skills and abilities may be considered.