Senior Administrative Specialist

Marathon County•Wausau, WI

1d•Hybrid

About The Position

The Senior Administrative Specialist will provide high-level administrative support for the Marathon County Administrator’s Office and the Human Resources Department. As the primary contact for these offices, support includes answering phone calls, handling information requests, preparing correspondence, receiving visitors, scheduling of meetings, and additional clerical and financial responsibilities. This is a highly visible position that requires exceptional customer service and a high degree of professionalism, impartiality, integrity, and confidentiality. Responsibilities occasionally include serving as a staff liaison to subordinate bodies of the Marathon County Board, providing administrative support including preparation and posting of agendas, minutes, and informational packets. In addition to these general administrative duties, this position provides administrative oversight and cross-department coordination relative to the county’s tax delinquent property foreclosure process, including property tracking, legal document generation and transmission, deadline compliance, and stakeholder communication and reporting. This position is primarily based in the office, providing opportunities for collaboration and direct engagement with team members and the public. The office is open to the public Monday – Thursday 7:30 a.m. to 4:30 p.m. and Friday from 7:30 a.m. to noon. Moreover, Marathon County offers a flexible work environment, allowing for occasional remote work arrangements in alignment with the needs of the department and the County’s policies. On occasion the selected candidate may be expected to work extended hours to attend various meetings outside of normal hours in support of department activities.

Requirements

An associate’s degree in office administration, Business or Administrative Management, or a related field is desirable and three years of experience in a fast-paced office; OR any other combination of education and experience that provides equivalent knowledge, skills, and abilities.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required.
Duties require attention to detail and excellent customer service skills.
Knowledge of best practice principles of office operations and standard recordkeeping procedures.
Skilled in completing basic arithmetical computations and keeping a variety of records.
Skilled in various computer applications, including Microsoft Office suite applications.
Ability to quickly learn new software applications.
Ability to work rapidly with records and documents free of error.
Assumes responsibility for correcting grammar, spelling, punctuation, and proper formatting.
Ability to learn follow established multistep procedures in an orderly and logical manner and stick to prescribed routines without frequent supervision or specific assignment.
Ability to make decisions within established parameters, staying within those parameters and requesting guidance as needed.
Ability to understand and follow written and oral instructions.
Ability to concentrate and complete work free of error with a high degree of accuracy while managing frequent interruptions.
Ability to maintain confidentiality.
Ability to accept behavior from the public professionally and not interpret behavior as being personally directed at agency staff.
Ability to communicate clearly, concisely, and effectively both orally and in writing.
Ability to establish and maintain effective working relationships with other employees, departments, agencies and other governmental entities, elected officials, and the public and interact in an honest, kind, and respectful manner that demonstrates impartiality and integrity.
Understands the County's and department's mission, core values, plans, and priorities for the future.
Ability to contribute to a positive work culture that fosters excellent customer service and teamwork, while demonstrating pride in our community, welcoming diversity, and exercising a high-level of integrity.
Strong organizational skills and the ability to multitask.

Nice To Haves

Additional training or education in secretarial, administrative support, or computer applications
Prior experience in a government setting
Proven experience of exceptional administrative support, demonstrating confidence in problem solving and making independent decisions based on defined guidelines.
Ability to recommend, develop, and implement new business procedures to create operational efficiencies and value for staff and customers.

Responsibilities

Manage schedules, set up meetings, sort incoming mail and other communications, answer questions and relay messages.
Screen and prioritize communications and opportunities from external and internal sources.
Manage the frequently changing schedule/calendar of the County Administrator and Deputy County Administrator.
Support other county operations as necessary, including serving as the administrative support for the Public Information & Communications Coordinator, Data Officer, and the Justice Services Coordinator.
Work closely with Human Resources, Finance, Corporation Counsel, and all other county departments.
Ensure adherence to quality standards, deadlines and existing policies and procedures.
Keep track of the information needs/requests made of County Administration and other departments, ensuring that the information is available as needed.
Assist in the management of the inventory of office supplies for County Administration and Human Resources, purchasing additional items or services as necessary.
Assist in the preparation of and coordinate the execution of Requests for Proposals that are overseen by the Office of Administration.
Maintain regular and predictable attendance; work extra hours as required.
Perform related work as required.