Executive Staff Assistant

Wisconsin State Public Defender; Madison (WI); On-site; USD 30,000 - 51,000; Full time

Benefits offered by this job

Pension plan

Relocation assistance

Vacation time

Job summary

Wisconsin State Public Defender is seeking an Exec Staff Assistant in Madison to provide high-level administrative support under the Administrative Services Director. The role involves greeting visitors, answering phones, mail distribution, scheduling, and coordinating meetings, agendas, and minutes.

Proficiency with MS Office or Google Workspace and experience working in diverse environments are required. This regular, full-time position offers a competitive starting hourly salary with a

Qualifications

• Providing administrative, clerical or office support.
• Working with Microsoft Office Suite and/or Google Workspace products.
• Effective oral, written, and communication skills.
• Working in a professional environment with people from different backgrounds.
• Training, education, and/or experience organizing meeting logistics, preparing agendas, distributing materials, taking meeting minutes, and coordinating audio/visual and room accommodations.
• Establishing and maintaining organized physical and digital filing systems, database records, and inventory tracking.
• Working with the criminal justice system and/or in other legal settings.
• Knowledge of state public records retention/disposal guidelines and Open Meeting Law requirements.

Responsibilities

• Provide high-level program and administrative support under supervision.
• Greet visitors, answer phones, handle mail distribution and scheduling.
• Coordinate meetings, prepare materials, take minutes and arrange AV/room setup.
• Maintain organized filing systems and monitor inventory.
• Assist with coordination of various office tasks in a professional environment.

Skills

Administrative support

Communication skills

Meeting coordination

Diversity awareness

Tools

Microsoft Office

Google Workspace

Job description

Job Details

Job ID: 22123

Location: Madison

Agency: State Public Defender Board

Full / Part Time: Full-Time

Regular / Temporary: Regular

Classification Code: 07210

Classification Title: Exec Staff Assistant

Position Summary

Under the general supervision of the Administrative Services Director, the incumbent is responsible for providing a high-level, wide range of comprehensive program and administrative support. Join our team and contribute to this key function of SPD and experience the intrinsic reward of public service.

Salary Information

Starting salary will be between $21.70 and $37.17 per hour, which is in pay schedule/range 81-04. A one-year probationary period will be required.

Permanent classified state employees who are eligible for consideration (transfer, voluntary demotion, or reinstatement) for a position assigned to the stated pay range or counter-part pay range, should complete the application process as described below by the stated deadline.

Final selected candidates may be eligible for moving expense reimbursement to relocate to the place of employment.

Job Details

Background Check: We consider all qualified applicants with criminal histories, consistent with applicable federal, state and local law. A criminal background check will be done prior to an offer of employment.

Eligibility to work in the US: The SPD does not sponsor work visas at the time of hire or anytime during employment. All persons hired will be required to verify identity and eligibility to work in the United States and complete the required Employment Eligibility Form I-9.

Equal Opportunity Employer: The State of Wisconsin is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to providing equal employment opportunities to all applicants from all backgrounds. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.

Veterans: The State of Wisconsin offers a special program for qualified veterans with a 30% or greater service-connected disability. If you are a qualified veteran, please visit the Veterans Employment page for the application instructions to be considered for the Veterans Non-Competitive Appointment program.

Qualifications

LETTER OF QUALIFICATIONS & RESUME: You must submit both documents in order to be considered. It is important that you clearly explain and elaborate on your experience and/or training in your letter of qualifications and/or resume.

Minimum Qualifications (Required - Candidates Must Have Experience And/or Training Relevant To These Areas In Order To Be Considered For This Position)

• Providing administrative, clerical or office support (e.g., greeting visitors, answering phones, mail distribution, etc.)


• Working with Microsoft Office Suite and/or Google Workspace products (e.g., Google drive files, word processing, database entry, email, scheduling, spreadsheets, etc.)


• Effective oral, written, and communication skills


• Working in a professional environment with people from different ethnic, cultural, political, economic and religious backgrounds


• Training, education, and/or experience organizing meeting logistics, preparing agendas, distributing materials, taking meeting minutes, and coordinating audio/visual and room accommodations

A well-qualified candidate will also have experience and/or training in the following areas

• Establishing and maintaining organized physical and digital filing systems, database records, and inventory tracking


• Working with the criminal justice system and/or in other legal settings


• Knowledge of state public records retention/disposal guidelines (e.g., DOA State Records Center processes) and Open Meeting Law requirements

What We Offer:

This is an excellent opportunity to develop a meaningful and rewarding career with the SPD. Our employees have access to an excellent comprehensive benefit and compensation package, including access to the region's best health plans, and generous paid time off starting with 3.5 weeks of vacation, 9 paid holidays, and ample sick leave so that you can truly have work/life balance! SPD employees also enjoy participation is one of the nation's top-rated pension plans. Additionally, if you have student loans, you may be eligible for the Public Service Loan Forgiveness Program. To learn more about the value of SPD's total compensation package, please visit our Total Rewards Calculator.

Why Work With Us?

At the SPD, we pride ourselves on fostering an inclusive, human-centered and family-friendly culture, where everyone is encouraged to bring their \"whole self\" to work. Professional development is encouraged and supported, and we offer a wide variety of training opportunities to help you grow in your career. Our leadership's goal is to provide a work environment dedicated to ensuring that each and every staff member is treated with respect and dignity, recognizing each individual's contributions to the team. We encourage all applicants to read about the SPD's Diversity, Equity and Inclusion here.

Who We Are:

SPD provides legal representation for persons who are accused of crimes or are defendants in certain specified civil matters, and who meet statutory financial eligibility criteria. The mission of the SPD is to zealously represent clients, protect constitutional rights, and advocate for an effective and fair criminal justice system. Our commitment is to treat our clients with dignity and compassion, as they are at the center of everything we do.

Deadline to Apply

The deadline to apply is 11:59 pm on Monday, September 28, 2026.