Program Assistant - Planning And Zoning

Job Summary

Come expand your career with an organization that values and supports you to learn, grow, and develop. Join our collaborative, supportive, and results-driven team. This role provides the opportunity to bring your whole self to work, engage, lead, and drive your own learning and growth within the organization.
Summary
This technical administrative role supports the County Planning & Land Use (Zoning) Division and the Environmental Services Department serving as the initial person interacting with the public regarding potentially confidential issues related to the department. You'll be the friendly face at the front desk, delivering top-notch customer service that leaves a lasting impression. Engaging with a variety of external stakeholders, you'll be the go-to person, addressing general inquiries related to the division and fostering connections that truly matter. This position administratively supports all aspects of the division and supports the other divisions within the department as requested. The ideal candidate is a great communicator who enjoys working in an environment where attention to detail is important and problem-solving skills will be used.
This is a full-time, in-person, position working Monday-Friday 8:00am-4:30pm.
Anticipated starting pay range is between $22.42/hr and $23.67/hr.
What’s In It For You?

• Career learning, development, and growth opportunities.
• Serving your community in a purposeful and meaningful way.
• Flexibility with generous paid time-off benefits.
• Excellent benefits:
  • Wisconsin Retirement System – One of the Nation’s Leading Retirement Programs!
  • Health Insurance with low-cost offerings for many services
  • Dental Insurance with many services covered at 100%

Primary Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.

• Coordinates with other office support staff in the division to ensure that each division has adequate daily office support and staff coverage.
• Assists in compiling information and preparing various division and departmental documents including annual reports, budgets, grant proposals, or other reports required by local, state or federal agencies or officials.
• Implements and maintains accounting and recordkeeping procedures; sets up and maintains account records and ledgers; verifies reports received from accountants; processes revenue and invoices; prepares requisitions and vouchers; prepares year-end balance records; prepares reports for auditors; helps prepare reimbursement requests and reports for local, state and federal programs; and tracks grants.
• Performs a variety of clerical and secretarial support functions including receptionist functions; assists in the preparation of presentations; assists in the preparation of newsletters, contracts, brochures, correspondence or other materials.
• Proofreads, edits and distributes various agendas, notices, memos, minutes, charts, tables, agreements, educational and promotional materials, correspondence, PowerPoint presentations and other documents.
• Attends various staff training or other meetings, as required.
• Attends committee meetings as needed.
• Assists in the implementation, coordination and evaluation of division and departmental programs.
• Performs other duties of a comparable level/type, as assigned.

• Demonstrates self-leadership, seeks out opportunities for personal growth and development, accepts feedback and demonstrates ability to learn and apply.
• Shares ideas and demonstrates respect, humility, honesty, and open-minded thinking.
• Demonstrates flexibility, acceptance of change and emotional intelligence.
• Takes initiative and demonstrates the ability to think critically and strategically.
• Participates as a contributing member of the team and brings authentic self to discussions regarding all aspects of the work.
• Demonstrates ability to build and maintain effective relationships.

Minimum Qualifications

EDUCATION AND/OR EXPERIENCE REQUIREMENTS

• Associate’s Degree in Business, Environmental Science, Conservation, Cartography (GIS), or related field of study.
• Requires a minimum of two (2) years administrative, environmental science, or related experience.

• High School Diploma or its equivalent
• Requires a minimum of five (5) years administrative, environmental science, or related experience.

• Prior to hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

• Fundamentals of governmental accounting concepts, operations and procedures.
• Knowledge of departmental and county functions, programs and organization.
• Knowledge of County administrative policies and procedures impacting accounting and administrative support functions.
• Knowledge of customer service and office etiquette practices.
• Considerable knowledge of business productivity software (e.g. word processing, spreadsheet, database, presentational software, desktop publishing software, email, internet browsers, etc.) and specialty applications or software utilized by the division in performing accounting functions and activities, if applicable.
• Knowledge of recordkeeping requirements and procedures.
• Knowledge of specific regulations, rules and requirements impacting reporting requirements, grant reporting or other administrative support or accounting functions associated with the work.
• Performing administrative support and secretarial functions associated with the job including strong word processing, spreadsheet creation, report creation/generation, and database maintenance functions.
• Customer support, public informational support and office etiquette.
• Implementing and carrying out accounting functions and ledger maintenance in accordance with accounting procedures and methods established by accountant/audit personnel.
• Compiling, assembling, editing, formatting and assisting in the preparation of various reports, grant applications, accounting summaries, activity reporting or other report generation activities.
• Ability to work cooperatively with other administrative support personnel as a team member.
• Operating and using computers, business productivity software and/or specialty applications of the division.
• Coordinating and making arrangements for special events, meetings, presentations/public information programs for the division.
• Ability to follow Dunn County policies and procedures including those pertaining to confidentiality.
• Ability to prioritize and organize job assignments.
• Ability to manage time effectively, manage multiple projects, and complete work within established deadlines.
• Ability to work the allocated hours of the position.

• Ability to communicate effectively with other members of the staff, supervisor, and customers.
• Ability to communicate clearly and concisely in both written and verbal form.
• English skills (oral, written and comprehension) sufficient to effectively communicate with all internal and external customers.

• Ability to understand and effectively carry out verbal and written instructions.
• Must have the ability to work accurately with attention to detail.
• Ability to prepare and maintain accurate and concise records and reports.

• Ability to make arithmetic computations using whole numbers, fractions and decimals.
• Ability to compute rates, ratios and percentages.
• Ability to understand and apply governmental accounting practices in maintenance of financial records.

Physical and Work Environment

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.
PHYSICAL REQUIREMENTS

• Physical effort will typically require frequent exertion of objects weighing up to 10 pounds and regular, but not continuous, exertion of objects weighing up to 25 pounds.
• Continuous speaking, hearing and using hands dexterously; work frequently requires sitting; and work occasionally requires standing, walking and reaching with hands and arms.
• Work has standard vision requirements.
• The physical and environmental hazards and risks associated with the job can be characterized as minimal.

• Work is generally in a moderately noisy location (e.g. business office, moderate traffic).
• Work periodically required to be outdoors with some exposure to weather conditions.
• Duties may require participation in adverse verbal discussions or situations with people we serve.