Administrative Assistant II (Hwy)

Job Description:

Administrative Assistant II (Hwy)

Description

This position assists the Highway Department in providing clerical assistance and support to the department. This position provides responsive, courteous and efficient service to internal and external customers. This position works under the supervision from the Commissioner and works closely with the Administrative Assistant III in completing duties.

Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff. Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes. Composes routine correspondence including reports, letters, memos and other correspondence; proofreads and edits documents, enters, scans, updates, and maintains information in spreadsheets, databases, and reports. Updates and maintains electronic and paper filing and record systems to provide easy access to records and information; provides retention of records as required. Prepare, post, distribute and track computerized agenda documents, information packets and public notices.Record, transcribe, prepare and distribute meeting minutes.Maintain accurate records in the use of the petty cash fund. Prepares records for billing. Reviews invoices from vendors and submits to department head for approval of payment; notifies of discrepancies; codes to appropriate funds. Completes registrations and makes accommodations for trainings, conferences, meetings, and other events Review employee time, mileage and equipment usage for accuracy. Verify payroll for department employees, submits all reports required for the finance department to issue employee’s pay. Monitor DOT tracking for damages, bridges; equipment specifications for shop and permits. Provides administrative support to various programs (Adopt a Highway, department events, etc)Maintains office supply inventory; orders supplies as needed. Schedules use of meeting rooms, facilities and equipment. User of various departmental software programs including, but not limited to, cost accounting software, scale software, fuel software, and tank monitoring software.Assist and provide backup for other departmental employees when necessary, covers other areas within the department due to employee absence or heavy work volume. Other duties as assigned.

• High School Diploma/equivalent and a minimum of two (2) years office support related experience.
• Must have previous customer service experience inclusive of face to face and telephone contact.
• Must successfully pass criminal background check.

• Knowledge of administrative policies and procedures of the County.
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of computer software including word processing, spreadsheet and database applications consistent for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to understand and effectively carry out verbal and written instructions.
• Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of open records laws.
• Ability to work the allocated hours of the position and respond after hours as needed.

Barron County values the health and wellbeing of our employees and offers a very competitive benefit package prioritizing work-life balance and along with stable employment and supportive work environment!
* Wisconsin Retirement System (6.9% Employer match; 6.9% Employee pre-tax contribution - Higher rates for Protective/Law Enforcement)
* Paid leaves upon hire (104 hrs vacation; 11 paid holidays; 8 hrs of sick leave per mo)
* Health insurance with option to enroll in a Health Savings Account ($50/mo-single plan/ $100/mo-family plan). Effective 1st of the month following 30 days of employment.Non-Embedded in-network Deductible of $2,000/Single & $4,000/Family. Deductible must be met before insurance applies. Out-of-pocket max: $3,500S-$7,000F. Prescription drug savings program offering zero costs for eligible prescription drugs. Optionto sell up to 96 hrs Sick Leave and/or Vacation into HSA during open enrollment.
* Dental insurance
* Life insurance (County pays $5/mo towards Basic plan)
* If working night shift - receive an additional $0.75 per hour
* Flexible spending account
* Deferred Compensation Programs
* Employee Achievement Program
* Paid Parental leave
* Potential for telework opportunities (varies by department/position)
* Whole Life Insurance plan
* Eligibility for Student Loan Repayment program throughPublic Service Loan Forgiveness(PSLF)
* Recognition Program
* Annual Training Day & Lunch
* Annual Employee Milestone Recognition Lunch
* On-site Blood Drives (paid 1 hour to donate blood)
* 15% Verizon Wireless cell-phone discount
* On-site food truck vendors during summer months
* Ed-Vest College Savings plan
* Supportive work environment and culture
* Opportunities for growth and advancement
* Meaningful and impactful work for the betterment of our community

Closing Date/Time: 1/19/2025 4:00 PM Central

Salary:

$47,902.40 - $56,118.40 Annually