Executive Assistant to County Administrator/Human Resources Assistant
Purpose of Position
The Executive Assistant plays a vital role in providing high-level confidential administrative and management support to the County Administrator and the Human Resources Team. This position involves daily office operations, policy administration, public information services, and efficient service delivery to County residents and the public.
Essential Functions
To perform this job successfully, an individual must be able to perform each essential function satisfactorily and in a timely manner. The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required or assigned.
Provide confidential administrative and management support to the County Administrator, and Human Resources Coordinator.
Maintain a positive image for the County Administrator’s Office and Human Resources by communicating detailed and accurate information to internal and external customers in a professional manner.
Screen calls and visitors, handle mail, and manage time-sensitive packages.
Manage the County Administrator’s calendar, prioritize and schedule appointments, and coordinate meetings.
Complete registrations and coordinate logistics for travel arrangements for the County Administrator.
Coordinate and prepare agendas, supporting documentation, take meeting minutes, and appropriately disperse and upload materials for Committee meetings as directed by the County Administrator.
Assist in preparing and coordinating communication on behalf of the County Administrator, ensuring timely and accurate dissemination of information.
Assist with policy research, analysis of County programs and services, and participate in policy creation, review, and development.
Participate in the development, preparation, and monitoring of budgets as designated by the County Administrator. Assist in the budget process, proofreading, typing, and organizing budget presentation materials.
Assist the County Administrator and HR Coordinator with special projects and general local government activities, including organizational, financial, and strategic initiatives.
Handle confidential documents with discretion; maintain the confidentiality of the Administration and Human Resources offices. Act in furtherance of the County’s interests as part of the management team.
Coordinate the review and approval of County service contracts, maintain file management, and ensure documents are readily available as needed.
Assists with recruitment process. Posts job openings online. Assists with maintaining recruiting filing system. Schedules interview appointments, prepares interview packets and notifies applicants regarding the status of their application. Other duties as assigned.
Assists with conducting reference checks, background checks, driving-record checks, criminal searches and other applicable screening for pre-employment screening purposes or coordinates with appropriate agency.
Assists with assembly and gathering of employment documents and other materials as necessary in preparation for new employee orientation, separations, trainings, meetings, annual health insurance and voluntary benefit enrollments, etc.
Assists with maintaining Wisconsin Caregiver Background Checks on employees as required.
Assists with property and liability insurance claims, receives payments, and distributes payment checks.
Assists with filing and maintaining worker’s compensation claims.
Assists with processing weekly invoices.
Coordinates purchasing and maintains supplies needed for the department.
Attends training programs as assigned.
Maintains regular and predictable on-site attendance.
Performs a wide variety of miscellaneous tasks as assigned.
Knowledge, Skills, and Abilities
Ability to perform basic level of data analysis including the ability to review, classify, categorize, prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose. Requires discretion in determining and referencing such to established standards to recognize interactive effects and relationships.
Ability to provide guidance, assistance and/or interpretation to others, such as co-workers and the public, on how to apply policies, procedures and standards to specific situations.
Ability to utilize a variety of advisory data and information such as personnel forms, job vacancy advertisements, insurance forms, retirement system forms, invoices, billing statements, vouchers, expenditure reports, purchase orders, inventories, personnel policies, job applications, resumes, labor/employment contracts, payroll reports, employment forms, notices, meeting minutes, agendas, surveys, computer software operating manuals, procedures, guidelines and non-routine correspondence.
Ability to communicate orally and in writing with county employees, County Board Supervisors, insurance contacts, and job applicants.
Ability to add, subtract, multiply, divide and calculate percentages, fractions, and decimals. Ability to interpret basic descriptive statistical reports.
Ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagram or schedule form. Ability to exercise independent judgment to adapt or modify methods and standards to meet variations in assigned objectives.
Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against measurable criteria.
Training, Experience and Other Requirements
Associate degree with two years clerical work experience, or any combination of education and experience that provides equivalent knowledge, skills and abilities. Associate degree in business, Public Administration, Human Resource Management, Accounting or related field desired. Proficiency in Microsoft Word and Excel, PowerPoint a plus.
Physical Demands
The work environment characteristics described herein 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.
Ability to operate a variety of office equipment such as computer terminal, telephone, fax machine, calculator/adding machine, computer printer, scanner and photocopier.
Ability to coordinate eyes, hands, feet and limbs in performing movements requiring skill and training, such as typing and data entry.
Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling.
Environment / Work Conditions
Ability to work under conditions which require exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation. This exposure may cause discomfort and may present a limited risk of injury.
Deadline Note: Open Until Filled To Apply: https://co.trempealeau.wi.us/