Address
Form of workThis position is responsible for coordinating activities and supporting the County Administrator while serving as the Office Supervisor and managing the daily affairs of the County Administration office.
SUPERVISION
This position provides supervision to the Administrative Assistant in the County Administration office by carrying out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; counseling and discipline; completion of performance appraisals; addressing complaints and resolving problems; and making recommendations to the County Administrator concerning hiring.
SCHEDULE
Days: Monday - Friday
Work Hours: 8:00 am - 5:00 pm (some evening hours necessary for meetings)
Hours Per Shift: 8
Shifts Per Pay Period: 10
Position FTE: 1.00
Applications are being accepted from current County employees as well as members of the public. This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
While working in Office Supervisor role, deliver contributions related but not limited to:
- Provide office management, staff supervision and training, and workflow monitoring.
- Develop and maintain relationships with elected officials, departments, managers, supervisors, and other employees.
- Prepare committee agendas; assemble committee packets; and ensure that all packets are distributed to County Board Supervisors, citizen members, media (as requested), and appropriate departments.
- Work in partnership with IT on all conference and boardroom technologies, including the regular use of meeting room technology and troubleshooting.
- Draft ordinances, resolutions, and departmental operating procedures as directed by the County Administrator.
- Provide administrative support to ensure successful meetings between the County Administrator and community organizations or internal groups.
- Prepare correspondence to community agencies, businesses, citizens, and county staff.
- Prepare and distribute the Department Head Working Group and Walworth County Leadership Team meeting agendas.
- Review, make recommendations, craft, and deploy content for the Administration Department's portions of the County website.
- Monitor the reporting and tracking of liability claims to the county's general liability insurer as directed by the Risk Manager.
- Revise and post administrative procedures when and as directed by the County Administrator.
- Oversee the process for the recruitment, approval (appointment), and tracking of County committee citizen-member volunteers and related vacancies.
- Maintain a database of memorandums of understanding,
- Answer public, staff, and County Board inquiries under the direction of the County Administrator.
- Plan and coordinate special events.
- Complete research and projects as assigned.
- Represent the County Administrator on committees and at meetings as assigned by the County Administrator or appointed by the County Board.
- Coordinate County Administrator's schedule and email.
- Assist in preparation of annual office budget and monitor office expenditures in compliance with adopted budget and board policies.
- Provide administrative or project support throughout the Department of Administration as required and as directed by the County Administrator.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Bachelor's degree or formal preparation equivalent to a four-year program, and one or more years of relevant prior experience including the supervision of staff; or an equivalent combination of education and experience that results in the demonstrated competency to perform the work.
Knowledge, Skills and Abilities
Must possess computer and writing skills to effectively develop resource information and materials.
Proficiency in use of computer programs such as Microsoft Word, Excel, Publisher and Power Point.
Strong customer service skills and personal interaction capabilities, including both written and verbal, using patience, sensitivity, and tact under often stressful conditions involving service complaints and alleged performance issues.
Ability to successfully handle multiple projects and set priorities, along with overall coordination, analysis, and retention of information and data which requires computation capabilities.
Ability to listen to and communicate with department heads, managers, and co-workers, as well as with all sectors of the general public.
Strong oral and written communication skills, including the ability to edit written materials for content, grammar, and structure.
Interactions and Communications
Provides specialized information and/or recommendations to others regarding an area of expertise.
Decision Making
This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or work unit within the department and information is provided with additional research and observations which contributes to the decision making process.
Thinking and Problem Solving
In relation to established procedures, protocols, and policies of the County, challenges in this position tend to be diverse and not always covered by precedent or established practice.
Tools & Equipment Used
Meeting Recording and Management Software
Bachelor's degree or formal preparation equivalent to a four-year program, and one or more years of relevant prior experience including the supervision of staff; or an equivalent combination of education and experience that results in the demonstrated competency to perform the work.
Knowledge, Skills and Abilities
Must possess computer and writing skills to effectively develop resource information and materials.
Proficiency in use of computer programs such as Microsoft Word, Excel, Publisher and Power Point.
Strong customer service skills and personal interaction capabilities, including both written and verbal, using patience, sensitivity, and tact under often stressful conditions involving service complaints and alleged performance issues.
Ability to successfully handle multiple projects and set priorities, along with overall coordination, analysis, and retention of information and data which requires computation capabilities.
Ability to listen to and communicate with department heads, managers, and co-workers, as well as with all sectors of the general public.
Strong oral and written communication skills, including the ability to edit written materials for content, grammar, and structure.
Interactions and Communications
Provides specialized information and/or recommendations to others regarding an area of expertise.
Decision Making
This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or work unit within the department and information is provided with additional research and observations which contributes to the decision making process.
Thinking and Problem Solving
In relation to established procedures, protocols, and policies of the County, challenges in this position tend to be diverse and not always covered by precedent or established practice.
Tools & Equipment Used
Meeting Recording and Management Software
Telephone
Calculator
Copy Machine
FAX Machine
FAX Machine
Personal Computer/Printer/Scanner
WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
TO INCLUDE:Formal Walworth County Electronic Employment Application
Education & Experience Review
Oral Department Interview
Reference Check
Background Check
Post Offer Physical Exam
Drug Screen
Other job related tests, such as but not limited to a writing sample, may be required.Employment Type: Full-time
