Administrative Assistant (Public Health)

FUNCTION OF THE JOB:
Under close supervision, performs a broad variety of clerical and administrative support work in a department, division, program, or other work unit within County government. Typical duties include greeting visitors, answering and directing calls, providing customer service, preparing communications, preparing, organizing, and maintaining records, reports and files, assists with projects, responds to the public, and performs related work as required.

SPECIFIC DUTIES OF THE POSITION:

1. Greets and assists customers, in person, by telephone or other methods to provide information, answer questions, or directs to appropriate staff.
2. Prepares a variety of routine documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department.
3. Performs data entry, maintains and updates electronic files and databases.
4. Receives, records and processes payments, balances cash drawer daily, and prepares related reports.
5. Monitors, maintains and orders office supplies, maintains equipment, and maintains repair and maintenance records on equipment.
6. Organizes and maintains files and file systems, scans documents, records and reports, copies materials, files paper and/or electronic information and distributes documents as necessary.
7. Receives, sorts, processes, and distributes incoming mail and prepares and processes outgoing mail.
8. Maintains department/division calendar, schedules appointments and meetings including meeting room reservations, orders food and makes arrangements for audio/visual equipment or other set-up needs.
9. Establishes a variety of files based on established guidelines, files and retrieves materials, archives and manages department records.
10. Handles confidential or sensitive information and documents.
11. Adheres to County policies, procedures, and federal, state, and local regulations.
12. Provides assistance to other support staff.
13. Establishes and maintains effective, professional, positive, and respectful working relationships and communications internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
14. Attends department and/or division meetings.
15. Performs other duties as apparent or assigned.
    
    

Waukesha County offers a comprehensive compensation and benefits package including excellent health/dental/vision, life insurance, generous paid time off (vacation, 10 holidays, 3 floating holidays, ample accrued sick time that rolls over each year), an exceptional pension plan with employer match and lifetime retirement payment plus an optional tax advantaged 457 retirement savings plan. Employee well-being is promoted through a balanced work-life culture and through an exceptional employee wellness program that offers a variety of programs and tools to help promote an employee's wellness and health, including an on-site health & wellness clinic.

Prior to hiring, the successful candidate will be subject to work/education/certification reference(s) verification, a criminal background, driver's license check, and a physical exam.

Applicants who meet the minimum training and experience requirements will receive an email invitation to participate in online skills testing which includes keyboarding (40 wpm), basic Microsoft Word, and basic Microsoft Excel. Please check your email regularly for status updates and instructions on next steps. Online skills testing must be completed no later than 4:00 PM on Friday, February 7th.    

DISTINGUISHING FEATURES OF THE CLASS
At this level, work involves routine, repetitive, and recurring tasks that require following standardized, sequential steps, processes, or procedures.   Assignments are structured and specific guidelines are available in procedure manuals and/or written or verbal instructions.  Deviations from standard practices require prior approval by the supervisor, who is generally available to answer questions and make decisions, or professional staff within the work unit.

CHARACTERISTIC DUTIES AND RESPONSIBLITIES
The following list of duties and responsibilities are commonly performed by a position at this level but are not necessarily required of all positions.

1. Greets and assists customers, in person, by telephone or other methods to provide information, answer questions, or directs to appropriate staff.
2. Prepares a variety of routine documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department.
3. Performs data entry, maintains and updates electronic files and databases.
4. Receives, records and processes payments, balances cash drawer daily, and prepares related reports.
5. Monitors, maintains and orders office supplies, maintains equipment, and maintains repair and maintenance records on equipment.
6. Organizes and maintains files and file systems, scans documents, records and reports, copies materials, files paper and/or electronic information and distributes documents as necessary.
7. Receives, sorts, processes, and distributes incoming mail and prepares and processes outgoing mail.
8. Maintains department/division calendar, schedules appointments and meetings including meeting room reservations, orders food and makes arrangements for audio/visual equipment or other set-up needs.
9. Establishes a variety of files based on established guidelines, files and retrieves materials, archives and manages department records.
10. Handles confidential or sensitive information and documents.
11. Adheres to County policies, procedures, and federal, state, and local regulations.
12. Provides assistance to other support staff.
13. Establishes and maintains effective, professional, positive, and respectful working relationships and communications internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
14. Attends department and/or division meetings.
15. Performs other duties as apparent or assigned.
    
    

QUALIFICATIONS
Essential Knowledge and Abilities

1. Working knowledge of standard office practices, procedures, and techniques.
2. Working knowledge of business English, spelling, grammar, and punctuation.
3. Working knowledge of basic math.  
4. Working knowledge of effective customer service techniques.
5. Working knowledge of MS Office products or comparable office product, word processing and data processing.
6. Working knowledge of Outlook with the ability to send, receive and save emails and attach documents.
7. Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment.
8. Working knowledge of computers and keyboarding needed to prepare routine/recurring documents, draft correspondence, and enter data.
9. General knowledge of department specific programs and services.
10. Ability to apply and explain rules, regulations, policies and procedures related to a specific program or services.  
11. Ability to perform basic word processing, editing, data entry and spreadsheet maintenance.
12. Ability to access and navigate the internet and County or department-specific programs and applications.
13. Ability to add, subtract, multiply, and divide numbers accurately.
14. Ability to maintain and enhance skills, participate in on-going training and increase knowledge of County, department and division services, policies and procedures.
15. Ability to adapt to new department/division policies, procedures, programs, and environment.
16. Ability to follow and understand oral and written instructions.
17. Ability to maintain confidentiality of records and information.
18. Ability to make minor decisions using standardized practices.
19. Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other County departments/divisions, clients/customers, outside agencies, and the general public.
20. Ability to work effectively as a member of a team and deal with people in an effective and timely manner.
21. Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles.
22. Ability to organize and prioritize work.

You must meet these minimum Education and Experience requirements:

1. High School Diploma or GED.

About Us: 
Waukesha County prides itself on operating in a business-like manner and is recognized as a leader delivering high quality services with competence and skill. With our vision of "Leading the Way", we value teamwork and collaboration, ethics and diversity, communication, efficiency and cost savings, innovation, and the wellbeing of our staff and the citizens we serve. Employees are provided professional development opportunities and encouragement to learn and practice continuous improvement and LEAN principles as we regularly ask ourselves "Is there a better way?"

Location: 
Located in the City of Waukesha, our campus offers an on-site café and fitness center, free parking, and easy access to interstate highway systems. Waukesha County offers a perfect blend of urban and rural living where one can enjoy the benefits of quiet rural lake communities or opt for nearby attractions that the greater Milwaukee area offers including vast beach and park systems, public markets, performing arts, music festivals, and sports including the Milwaukee Admirals, Brewers, Bucks, Wave, Marquette University Golden Eagles and the UW-Milwaukee Panthers Basketball programs.

EEO/AA:
Waukesha County is committed to equal opportunity and nondiscrimination in employment and adheres to all Federal, State and County Equal Employment Opportunity laws, policies, plans, rules, regulations and ordinances. The County recognizes and accepts its important leadership role in providing for equal employment/service opportunities for minorities, women, and persons with disabilities. It is the express policy of Waukesha County to promote equal employment opportunity among all who are employed by Waukesha County and who seek employment with Waukesha County.
 

For further information visit: https://www.waukeshacounty.gov

The County does not sponsor applicants for work visas.
Applicants must be currently authorized to work in the United States on a full-time basis.

Salary : $20 - $27