Departmental Executive Assistant

Waukesha County • Waukesha, WI

5d • Onsite

About The Position

Join Waukesha County's Department of Health and Human Services - Administrative Services Division as a Departmental Executive Assistant and play a key role in supporting the department's leadership team and daily operations. In this highly responsible position, you will provide advanced administrative and office support to the Director, Deputy Director, and Executive/Leadership Team. You will help keep the department running smoothly by maintaining records, gathering and disseminating important data and information, responding to customer and client concerns, and managing a variety of assignments with professionalism and independence. The ideal candidate enjoys meaningful work, values public service, and thrives in a fast-paced environment where strong communication, organization, problem-solving, and office technology skills are essential. Work is performed with limited supervision, offering the opportunity to take initiative, exercise sound judgment, and make a positive impact within Waukesha County Health and Human Services.

Requirements

• High School Diploma or GED.
• Four years work experience providing administrative support, one year of which was at an Administrative Specialist level.
• Two years of recognized post high school training in business, administrative professional or closely related field may substitute for two years of the work experience requirement.

Nice To Haves

• Strong communication skills
• Organization skills
• Problem-solving skills
• Office technology skills

Responsibilities

• Coordinating schedules/meetings for Director, Deputy Director, Administrators, Managers, and Coordinators.
• Responds to queries from internal and external customers.
• Acts a receptionist for the Director and Deputy Director.
• Schedules conference rooms and acts as delegate for Outlook meeting reservations.
• Manages emails received in HHS general email box.
• Schedules and sends agenda for HHS Exec Staff meetings.
• Copies, scans, and faxes documents as requested by Director and Deputy Director.
• Processes monthly P-card transactions in Workday.
• Completes all pre-meeting tasks and takes minutes for all HHS Board meetings following open meeting laws and Robert’s Rules of Order.
• Utilizes PowerPoint to create annual budget presentation.
• Maintains various Teams and email distribution and address lists for the Department.
• Assists with all functions related to quarterly Sup/Admin meetings.
• Coordinates all activities related to the HHS Manager’s Retreat.
• Prepares various letters/documents for Director, Deputy Director, Administrators, Managers, or Coordinators.
• Maintains HHS organizational chart.
• Submits Facilities maintenance requests.
• Assists with travel arrangements for Director, Deputy Director, Administrators, Managers, or Coordinators.
• Orders supplies from third-party vendors upon request.
• Assists County Executive’s office with constituent complaints and scheduled social events.
• Sends department-wide emails as needed.
• Maintains various tracking and informational spreadsheets.
• Acts as backup minute taker for various committees/advisory groups.
• Active member on Staff Action Committee.
• Updates and maintains job specification manual.
• Follows and adheres to County policies, procedures and federal, state, and local regulations.
• Ability to type 45 WPM.
• Performs other duties as apparent or assigned.

Benefits

• 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)
• Exceptional pension plan with employer match and lifetime retirement payment
• Optional tax advantaged 457 retirement savings plan
• Pay for performance system
• Performance-based merit increases
• Non-base performance awards
• Balanced work-life culture
• 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
• Professional development opportunities
• Encouragement to learn and practice continuous improvement and LEAN principles

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED