ADMINISTRATIVE ASSOCIATE IV - COUNTY EXECUTIVE'S OFFICE

Winnebago County, Wisconsin; Wisconsin; On-site; USD 32,000 - 35,000; Full time

Job summary

Winnebago County, Wisconsin, is seeking an Administrative Associate IV to support the County Executive and Director of Administration. The role involves high-level administrative tasks, confidential clerical work, and coordination of executive office operations, with duties across departments and public interactions.

The position requires strong office administration skills, experience in the public sector, and the ability to handle sensitive information with discretion, while coordinating

Qualifications

• Associate's or Bachelor's degree preferred.
• Four or more years of related work experience, or one year or more of related experience with degree.
• Some design experience preferred.

Responsibilities

• Provides executive secretarial and administrative services, including calendars, meetings, travel, and briefing materials.
• Handles constituent communications (emails, letters, calls) and attends designated meetings.
• Maintains confidential records related to personnel, legal issues, and executive matters.

Skills

Office administration

Public sector operations

Communications

Project coordination

Confidentiality

Microsoft Office

Education

Associate's or Bachelor's degree in related field

Tools

Microsoft Office

Job description

ADMINISTRATIVE ASSOCIATE IV - COUNTY EXECUTIVE'S OFFICE

Admin. Assoc. IV- Exec.

POSITION TITLE

Administrative Associate IV

LOCATION

County Administration Building

HIRING RANGE

$22.93 - $25.48/Hr.

STATUS

Full-time

HOURS PER WEEK

40

WORK HOURS

7:30am – 4:30pm, Monday-Friday

DEPARTMENT

County Executive and Department of Administration

PAY BASIS

Hourly

PURPOSE AND SUMMARY

Performs advanced administrative, research, and highly confidential clerical functions. Facilitates and arranges projects at the behest of the offices of the County Executive and Director of Administration. Coordinates executive office operations, manages administrative processes, and manages communication with County departments, external stakeholders, and the public.

ESSENTIAL FUNCTIONS

• Provides a high and comprehensive level of secretarial and administrative services to the County Executive and others as assigned, including coordinating calendars, meetings, correspondence, travel, and scheduling priorities; prepares meeting materials, briefing packets, presentations, and other executive documents.
• Provides constituent services including managing the response of the office to constituent emails, letters and telephone calls, and attempts to satisfy constituents' concerns. Attends designated meetings as assigned by the County Executive.
• Maintains confidential records, files, and information related to personnel matters, legal issues, labor relations, policy development, and executive decision-making while exercising discretion and sound judgment.

ADDITIONAL ESSENTIAL DUTIES

• Ensures that a strict level of confidentiality is maintained as required.
• Maintains electronic and physical records in accordance with County record retention policies.
• Assists in planning and coordinating public meetings, employee events, press conferences, and community outreach activities.
• Tracks assignments made by Executive and Administrative office staff and provides status updates on outstanding items to ensure completion.
• Develops, updates, and documents administrative procedures to improve office efficiency and consistency.
• Serves the County Executive's office in a professional manner, which includes ensuring that all visitors and callers are treated with respect and courtesy.
• Conducts independent research on designated projects at the request of the County Executive and composes a brief or summary of findings.
• Represents the County Executive and the County as an entity in a professional and courteous manner in all meetings attended.
• Performs general office tasks such as scheduling appointments and meetings, greeting visitors, making travel arrangements, maintaining office supplies, ordering retirement recognition awards and similar memorials, and arranging ceremonies and receptions.
• Monitors department budgets.
• Assists with the coordination and oversight of the County Executive internship program, placement, supervisor communication, intern engagement, performance tracking, and program evaluation.
• Coordinates purchasing, invoices, purchasing card reconciliation, office supplies, and other administrative support functions.
• Communicates with constituents through email, mail, phone calls, and social media. This includes responsive correspondence as well as recognition letters and cards.
• Maintains a high sense of loyalty to the County Executive position at all times.
• Performs other related duties as may be assigned., including responding to an emergency event.

WORK RELATIONSHIPS

• Reports to County Executive.
• Works regularly with Winnebago County employees, department heads, and the general public.

REQUIRED EDUCATION, EXPERIENCE, TRAINING AND CERTIFICATION

• An associate's or bachelor's degree in a related field preferred.
• Four or more years of related work experience, or one year or more of related experience with degree.
• Some design experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of modern office administration principles, practices, procedures and equipment.
• Knowledge of governmental organization, administrative processes, and public sector operations preferred.
• Strong communications and customer service skills.
• Ability to organize, prioritize, and coordinate multiple complex assignments with competing deadlines.
• Strong organizational and project coordination skills.
• Ability to maintain strict confidentiality regarding personnel, legal, financial, labor, and executive matters.
• Ability to assume responsibility and to work well under minimal supervision.
• Ability to work with a variety of individuals and personalities.
• Ability to work with local, state and federal representatives and committees on a wide range of issues.
• Ability to meet deadlines and work effectively under time constraints.
• Ability to prioritize work and to retain focus despite distractions.
• Ability to operate a computer and familiarity with Microsoft Office, Word, Excel or other software.

PHYSICAL REQUIREMENTS

• Ability to perform most work from a sedentary position.
• Ability to function in situations encountered in a normal office setting.
• Ability to use standard office equipment including telephone, computer, printer, photocopier, and scanner.