Administrative Assistant

Job Title: Administrative Assistant

Job Summary:

This is a full-time position responsible for providing administrative staff assistance to the County Board of Supervisors, County Board Committees, and the County Clerk. The successful candidate will perform general office duties, support licensing requirements, and provide election process assistance.

Duties and Responsibilities:

• Provide administrative staff assistance to the County Board of Supervisors, County Board Committees, and the County Clerk.
• Perform general office duties, including primary telephone and front desk reception, typing, data entry, faxing, copying, filing, scanning, and processing mail.
• Act as first point of contact via telephone and walk-in customers, providing information, direction, and referral services for all areas of county government.
• Conduct personal interviews with marriage license applicants, review relevant documents, and vital records necessary for the preparation of marriage licenses.
• Ensure that all information relating to marriage licenses is available at all times, including providing public information requested by news media.
• Order and maintain office supplies, including Dog License supplies.
• Publish legal notices related to Dog Licensing.
• Act as an agent of the State of Wisconsin for the issuance of Dog License tags and supplies to municipal treasurers.
• Reconcile, collect, and maintain dog license records.
• Update and maintain County Board Proceedings for the County Board as required.
• Request, distribute, and maintain up-to-date lists of Wisconsin State Statute recipients.
• Request, distribute, and maintain newspaper qualification certifications.
• Maintain financial reports and process information as needed.
• Perform daily cash applications.
• Reconcile accounts and prepare end-of-year reports.
• Process Certified Survey Maps, collecting fees and providing required information regarding transactions to the Land Use and Resource Management Department.
• Receive, review, create, and distribute Statistical Reports of Property Values from source documentation provided by the Wisconsin Department of Revenue.
• Maintain document management systems, including filing and indexing contracts.
• Provide staff assistance in preparing and maintaining the County Directory and maintaining the departmental website as requested.
• Supply forms and information to prospective candidates and prepare additional information relating to the election process.
• Review and accept ballot access forms for prospective candidates, including nomination papers, campaign registration statements, and declaration of candidacy.
• Maintain and update the County Clerk's hard copy of the Walworth County Code of Ordinances.
• Provide assistance, direction, and education to municipal clerks on topics like Elections and Dog Licensing.
• Provide staff assistance for the conduct of elections in Walworth County and act as staffing backup for statutorily required posting of election night materials to the County website.
• Provide staff assistance at County Board meetings as needed.
• Generate purchase orders for the department (if required).
• Requisition and receive against purchase orders (if required).
• Complete Asset Disposal and Transfer forms for surplus property disposal and maintain inventory of all fixed assets each year.
• Distribute and check in election materials and supplies, maintaining accurate records of items distributed and received.
• Upon request, serve on the County Board of Canvass during canvassing or recounts.
• Work with outside publishers to provide County information and statistics.
• Assist staff in the County Clerk's Office with general office duties, such as correspondence, mailings, and filing.
• Complete miscellaneous duties, including but not limited to processing timber cutting notices and responding to public records requests and student letters.
• Enter voter participation records in the WISVOTE System when required.
• Provide administrative support and prepare minutes for assigned County Board committees and sub-committees.

Requirements:

• High school diploma or equivalent plus two years of formal preparation and two to three years of relevant prior experience.
• Proven experience in adding, subtracting, multiplying, and dividing in all units of measure.
• Ability to compute rate, ratio, and percent and draw and interpret bar graphs.
• Proven experience in legal and election terminology.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• The noise level in the work environment is usually moderate.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• The employee regularly talks or hears, frequently sits, uses hands to finger, handle, or feel, and reaches with hands and arms.
• The employee occasionally stands, walks, stoops, kneels, crouches, or crawls.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 100 pounds.

Benefits:

• Formal electronic application.
• Rating of education and experience.
• Oral department interview.
• Reference check.
• Background check.
• Post-offer medical examination, including drug screen.

Employee Benefits Summary:

• Hired on or after January 1, 2012: Non-Represented Hourly Employees.
• Date: January 1, 2019.
• Employment Status: All employees of Walworth County are at-will employees.
• Basis of Payment: You are paid for actual hours worked plus pay for any accrued benefit time for which you are eligible.
• Scheduled Time Off: Accrued based on straight-time hours paid each pay period.
• Personal Time Off: 64 hours as a lump sum at the beginning of each year.
• Extended Sick Leave Bank: Used for time off of work for more serious health conditions requiring three or more consecutive days off.
• Holidays: Ten paid holidays each year.
• Insurance: Health, Dental, Life, Vision, Short-Term Disability, and Long-Term Disability insurance benefits.
• Wisconsin Retirement: Covered under the Wisconsin Retirement System if expected to work a minimum of 1200 hours per year for one year or more.
• Educational Assistance: Eligible to participate after completing 6 months of employment.
• Tax-Sheltered Benefits: Deferred Compensation, Medical Spending Account, Dependent Care Plan, Health Savings Account, Workers' Compensation.