Office Management Specialist

The Wisconsin Department of Veterans Affairs (WDVA), Division of Veterans Benefits, has an opening for an Office Management Specialist to provide professional, confidential, technical, and complex office support for the Division and Division Management Team. The division administers a wide range of programs, services, and benefits for Wisconsin’s veteran community, including operating the State Veterans Cemeteries. This position is headquartered at the Wisconsin Revenue Building, situated conveniently off the Beltline just five minutes from Downtown Madison.

WDVA employees have access to an excellent comprehensive benefit and compensation package; this includes paid time off so you can truly have a work/life balance! Our competitive benefits package also includes:

• Substantial leave time, including at least 3.5 weeks of vacation to start, 9 paid holidays, and ample accrued sick time that rolls over each year.
• Excellent and affordable health, vision, and dental benefits.
• An exceptional pension plan with employer match and lifetime retirement payment, plus an optional tax advantaged 457 retirement savings plan.
• A flexible hybrid remote work schedule with the option to alternate time in the office with remote work.

The Office Management Specialist is responsible for providing office support for the Division. The position provides program support, consultation, and expertise to internal and external customers. The incumbent confers with the division leadership on confidential office issues. Work involves complex records processing, and office management.

This position provides customer service and consultation and is responsible for account maintenance, records retention, and management, following purchasing and procurement rules, and reviewing cemetery eligibility documentation. This position will ensure all documentation, requests, and orders are completed per the Federal and State laws and regulations and department policy.

This position will work on a variety of special projects and the incumbent must exercise independent judgement and ensure work is performed in a timely manner with frequent reviews and adjustments for changes in priority. The position will have daily contact with veterans, families, internal and external stakeholders, and other state agencies.

This position will also act as a liaison to other WDVA areas including but not limited to Human Resources and Finance. The incumbent is responsible for records management and ensuring compliance with division policies.

Office Management Specialist is in pay schedule and range 81-04 and the starting salary is between $31.00 - $33.00 an hour.

Salaries are dependent on candidate qualifications. Compensation for current and eligible former State employees may vary and will be set in accordance with the State Compensation Plan.

This position is eligible to work remotely after an initial training period. Remote work is intended to be performed primarily in the State of Wisconsin. High speed internet access is a requirement of remote work. Remote work options are subject to change based on business needs.

Due to the nature of this position’s duties, candidates will be subject to a criminal background check prior to appointment.

Applicants must be legally authorized to work in the United States (i.e., a citizen or national of the U.S., a lawful permanent resident, an alien authorized to work in the U.S. without sponsorship) at the time of application. WDVA does not sponsor work or student visas, either at time of hire or at any later time.

A 12-month probationary period will be required.

Minimally qualified applicants will have experience with:

• Purchasing or procurement activities (e.g., working with vendors, negotiating, or monitoring contracts, reviewing purchase orders, tracking payments, etc.); and
• Utilizing automated accounting systems; and
• Report preparation (e.g., researching, analyzing data, writing summaries, charting data, distributing program correspondence and materials, etc.); and
• Providing customer service and support.

Well-qualified applicants will also have experience with any of the following:

• Utilizing Oracle PeopleSoft or similar software; or
• Performing or assisting with personnel management duties (e.g., staffing activities, handling confidential documentation, data entry in personnel management systems, etc.).
• Continuous improvement practices (e.g., identifying inefficiencies and implementing process improvements, enhancing productivity and quality, fostering a culture of continuous improvement within teams or organizations, etc.).

To be considered for this position, you must complete the online application. For instructions, refer to the following link: Applying to State Service. A current resume and letter of qualifications must be attached to the online application.

Your letter of qualifications and resume are very important parts of your application and are used during our evaluation process to determine your qualifications as they relate to the job. For instructions on developing your resume and letter of qualifications for your application and what should be included in these materials, click here.

Submitted materials will be evaluated and the most qualified applicants will be invited to an interview.

Permanent classified state employees who are eligible for consideration (transfer, voluntary demotion, or reinstatement) should complete the application process as described above by the stated deadline.

Veterans with a 30% or greater service-related disability rating are eligible for non-competitive appointments. If you meet this eligibility criteria, please send a letter of qualifications, resume, DD-214 (honorable discharge), and documentation of your service-connected disability rating (dated within 12 months) to the contact listed below. Current state employees in permanent positions are not eligible for non-competitive appointments.

Questions can be directed to Kevin Roberts at kevin.roberts@wisconsin.gov or (608) 267-7297.

All application materials must be received by 11:59 PM on March 17, 2025.