Management Assistant - Highway Office

CORE VALUES

Invested in Serving
Devoted to positively impacting our communities

Better Together
Inspire unity by promoting collaboration, trust and respect

Create Progress
Encourage growth through innovation to advance and succeed

Support Through Compassion
Prioritize one another through communication, inclusion and transparency to bolster our community

Position Purpose

Reporting to the Highway Commissioner, the Management Assistant performs various accounting and administrative duties.

Key Responsibilities

The following duties are most critical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Answers and screens telephone calls determining if questions/messages are appropriate to department; relays messages to other departments as appropriate; assists with responding to inquires about various operations from the general public.
• Assists full management staff in various projects including confidential personnel actions, recruiting efforts, scheduling interviews, performing seasonal phone screens, onboarding and training new employees. Assists with marketing, budget and CIP preparation, voucher and journal processing, accounts receivables and payables, new hire orientation and processes, maintenance data entry, contract management, educational material generation, and operational analysis/tasks. D
• Development and implementation of departmental policies and procedures; including administering and arranging training for the CDL drug & alcohol procedures in accordance with Federal Motor Carrier Safety Administration (FMSCA) and 49 CFR 382 regulations. Assures all pre-employment requirements are complete.
• Manage and coordinate all office purchases and serve as point of contact to all outside vendors; coordinates meetings and appointments with various department personnel, internal/external staff, local officials, and general public; schedules internal department meetings and external meetings and events, allotting sufficient time for staff to prepare for said meetings/appointments.
• Acts as liaison between Department Head and other department heads, Highway supervisory staff, employees, staff officials, municipal officials, engineers, contractors, vendors, and others.
• Assists with generating memos, letters, reports, and correspondence for distribution to staff and public for the various members of the management staff.
• Assists with developing and updating departmental website, assists with social media and other various marketing and customer service education and outreach.
• Assists with various tasks for safety such as supply ordering, setting up training, updating procedure manuals, and making vendor appointments.

• Assists with maintaining department files.
• Prepares a variety of analytical, statistical documents and comparison reports and maintains a variety of records.
• Coordinates meetings, prepares and distributes meeting agendas, attends meetings, prepares and distributes meeting notes, prepares resolutions and ordinances. Specifically serves the Safety Committee and others that occur throughout the year.
• Prepares, maintains and is able to comprehend and explain a variety of financial, payroll, HR related reports
• Generates a positive image for the department by communicating with internal/external customers in a timely and efficient manner, conducting such business in a professional manner.
• Maintains regular and predictable attendance, works overtime/extra hours as required.
• Performs other duties as assigned.

Education/Certifications/Experience Requirements

• Associate's degree in administrative assistance science or a related field, with six to nine years administrative assistant experience which includes handling confidential materials.
• Above average verbal and written communication skills, and experience taking minutes.
• Advanced computer skills and the ability to train others in system usage are preferred; requires some accounting knowledge.
• Experience with social media platforms, marketing and accounting basics.
• Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Required or Preferred Skills

• Ability to proficiently multitask and prioritize while supporting a variety of staff and functions.
• Ability to operate a variety of office machines including personal computer with intermediate knowledge of Microsoft Office suite (Excel, Word, PowerPoint, Access, Outlook) and data entry, multi-functional copier, and multi-line telephone.
• Ability to add, subtract, multiply, divide, and calculate decimals and percentages.
• Ability to comprehend and interpret a variety of documents including payroll and attendance records, bid specifications, budgets, engineering and construction contracts, and general correspondence.
• Ability to prepare a variety of documents including letters and other correspondence, performance evaluations, budgets, and employee handbooks, etc., using a personal computer; must have working knowledge of and ability to use computer software and applications utilized by the department.
• Ability to use and interpret accounting terminology.
• Ability to communicate effectively with Highway personnel, engineers, customers, State and other government officials, and others verbally and in writing.

OUTAGAMIE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.

Outagamie County offers Benefit options and paid time off for team members that work 20+ or more hours per week. Learn more today by visiting: https://www.outagamie.org/government/departments-f-m/human-resources/employee-benefits-booklet

OUTAGAMIE COUNTY IS AN EQUAL-OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.