Executive Administrative Assistant

St. Croix County • New Richmond, WI

9d • Onsite

About The Position

This position provides confidential administrative and operational support to
the Health and Human Services Director and leadership team. Responsibilities
include coordinating departmental projects and meetings, serving as lead
administrative support professional for the Human Services Department, and
supervising assigned administrative staff. This position exercises independent
judgment in the performance of duties and operates under the general supervision
of the Health and Human Services Director.

Requirements

• Understanding of the structure, functions, and procedures of local government operations, including County policies and practices.
• Familiarity with applicable state and federal laws, regulations, and policies relevant to the position.
• Knowledge of effective customer service practices and the ability to apply them in a public sector environment.
• Ability to interact professionally, respectfully, and tactfully with individuals from diverse backgrounds while maintaining composure and professionalism.
• Ability to build and maintain effective working relationships with staff, colleagues, and the public.
• Ability to supervise, assign, prioritize, and evaluate work, as well as train and mentor staff.
• Strong organizational skills with the ability to manage time effectively, prioritize tasks, and meet deadlines in a fast-paced environment.
• Ability to maintain accurate records and documentation with a high degree of attention to detail.
• Ability to analyze data and prepare clear, concise, and accurate reports and written communications.
• Technical proficiency in the use of office technology, software applications, and databases relevant to the position (e.g., Microsoft Office, Outlook, SharePoint).
• General knowledge of standard office procedures, practices, and equipment.
• Ability to adapt to changing priorities, policies, and work demands.
• Ability to work effectively as part of a team and collaborate across departments to achieve common goals.
• Ability to apply ethical judgment and maintain confidentiality in accordance with applicable laws, regulations, and open records requirements.
• Ability to communicate effectively in English, both verbally and in writing, with a wide range of individuals, including the public, colleagues, and supervisors.
• Ability to read, interpret, and apply information from complex documents such as laws, regulations, policies, procedures, and reports.
• Ability to engage with the public, handle inquiries, resolve conflicts, and build positive relationships with a diverse population.
• Ability to perform basic mathematical calculations.
• Ability to review, verify, and approve timecards, including calculating hours worked, leave time used, and overtime.
• Ability to apply basic mathematical concepts to staff scheduling and coverage planning.
• Ability to assist with budget preparation and monitoring, including tracking expenditures and reconciling invoices or purchase records.
• Ability to compile and interpret numerical data for reports and administrative purposes.
• Ability to identify and define problems, collect data, establish facts, and draw valid conclusions.
• Ability to make decisions that are sound, well-informed, and timely, even in stressful situations.
• Ability to analyze situations, consider various perspectives, anticipate potential issues, and make recommendations or decisions based on logical reasoning.
• Ability to interpret complex information, recognize patterns, and understand the implications of actions or decisions.
• Ability to think conceptually and understand the relationships between ideas that are not immediately obvious.
• Associate degree in an administrative or business program, or a related field.
• Five (5) years progressively responsible administrative experience, including a minimum of two (2) years supporting executive-level leadership.
• Must successfully pass criminal and caregiver background checks.

Nice To Haves

• Previous supervisory experience preferred.

Responsibilities

• Schedules staff to ensure appropriate coverage levels while accommodating time-off requests; reviews and manages all leave requests. Edit and approve timecards.
• Supervises and directs assigned staff; participates in recruitment, onboarding, training, and performance management, including evaluations and coaching.
• Provides leadership and day-to-day management for assigned staff.
• Provides confidential administrative assistance to leadership, including preparation of sensitive correspondence and reports.
• Coordinates and manages the Director s calendar, including meetings and appointments.
• Prepares agendas, meeting packets, and minutes in compliance with public notice requirements, coordinates meeting logistics and technology.
• Ensures efficient office operations, including troubleshooting issues, coordinating mail and deliveries, monitoring supplies, and processing purchasing and vouchers.
• Coordinates staff meetings and departmental events, including logistics and communications.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees