Departmental Executive Assistant

Salary range: $26.19 - $36.37 per hour.

About the role

Join Waukesha County's Department of Health and Human Services - Administrative Services Division as a Departmental Executive Assistant and play a key role in supporting the department's leadership team and daily operations. In this highly responsible position, you will provide advanced administrative and office support to the Director, Deputy Director, and Executive/Leadership Team. The ideal candidate enjoys meaningful work, values public service, and thrives in a fast-paced environment where strong communication, organization, problem-solving, and office technology skills are essential. Work is performed with limited supervision, offering the opportunity to take initiative, exercise sound judgment, and make a positive impact within Waukesha County Health and Human Services.

Responsibilities

• Coordinate schedules and meetings for Director, Deputy Director, Administrators, Managers, and Coordinators.
• Respond to queries from internal and external customers.
• Act as receptionist for the Director and Deputy Director.
• Schedule conference rooms and act as delegate for Outlook meeting reservations.
• Manage emails received in the HHS general email box.
• Schedule and send agendas for HHS Executive Staff meetings.
• Copy, scan, and fax documents as requested by Director and Deputy Director.
• Process monthly P-card transactions in Workday.
• Complete all pre-meeting tasks and take minutes for all HHS Board meetings following open meeting laws and Robert’s Rules of Order.
• Utilize PowerPoint to create annual budget presentations.
• Maintain various Teams and email distribution and address lists for the Department.
• Assist with all functions related to quarterly Sup/Admin meetings.
• Coordinate all activities related to the HHS Manager’s Retreat.
• Prepare various letters and documents for Director, Deputy Director, Administrators, Managers, or Coordinators.
• Maintain HHS organizational chart.
• Submit Facilities maintenance requests.
• Assist with travel arrangements for Director, Deputy Director, Administrators, Managers, or Coordinators.
• Order supplies from third-party vendors upon request.
• Assist County Executive’s office with constituent complaints and scheduled social events.
• Send department-wide emails as needed.
• Maintain various tracking and informational spreadsheets.
• Act as backup minute taker for various committees/advisory groups.
• Serve as an active member on the Staff Action Committee.
• Update and maintain job specification manual.
• Follow and adhere to County policies, procedures, and federal, state, and local regulations.
• Perform other duties as apparent or assigned.

Requirements

• High School Diploma or GED.
• Four years of work experience providing administrative support, one year of which was at an Administrative Specialist level.
• Two years of recognized post-high school training in business, administrative professional, or closely related field may substitute for two years of the work experience requirement.
• Ability to type 45 WPM.

Benefits

• Comprehensive health, dental, and vision insurance.
• Life insurance.
• Generous paid time off (vacation, 10 holidays, 3 floating holidays, ample accrued sick time that rolls over each year).
• Exceptional pension plan with employer match and lifetime retirement payment.
• Optional tax-advantaged 457 retirement savings plan.
• Pay for performance system with merit increases and non-base performance awards.
• Employee wellness program with a variety of health and wellness tools, including an on-site health & wellness clinic.
• Professional development opportunities and encouragement to learn and practice continuous improvement and LEAN principles.

About Us

Waukesha County prides itself on operating in a business-like manner and is recognized as a leader delivering high-quality services with competence and skill. With our vision of "Leading the Way," we value teamwork and collaboration, ethics and diversity, communication, efficiency and cost savings, innovation, and the well-being of our staff and the citizens we serve. The County offers a perfect blend of urban and rural living, with easy access to interstate highway systems, nearby attractions in the greater Milwaukee area, and an on-site fitness center with free parking.