Administrative Assistant

Responsible for maintaining accurate records within the Environmental Services Division. Duties include performance of a variety of complex clerical and technical financial functions associated with the operations of this Division. This position requires the application of fundamental principles and concepts of bookkeeping and data processing and basic office support skills including strong customer service. This is a share position among applicable Environmental Services Division departments including Land and Water Resources Department Land Information Zoning Forestry and Register of Deeds.

Essential Duties

These duties represent the typical duties and responsibilities assigned to this position but may not be inclusive of all tasks performed. Duties may include but are not limited to the following:

• Maintains knowledge of Division programs to answer general program questions
• Responsible for the efficiently creating maintaining and reporting of the Divisions bookkeeping and financial responsibilities including but not limited to:
  • Invoices vouchers deposits
  • Budgetary fiscal and grant reporting
  • Prepare and file fiscal reports to appropriate entities to meet Divisional county state and other requirements
  • Conducts periodic internal audits
  • Creates balances and files monthly quarterly and year end fiscal reports
  • Maintains and updates accounting and timekeeping records and performs data entry in appropriate supporting software
• Serves as liaison with the County information technology office and the Buildings Division for equipment and/or service needs and issues
• Process incoming and outgoing mail for the agency
• Enters data into program-specific software and verifies data for accuracy manages software updates and runs reports for all software programs.
• Provides general administrative and clerical support services to Division as needed including general reception mailings and ordinance implementation support.
• Assist with public hearing and newspaper notices.
• Assist will governing committee agenda preparation and recording of minutes.
• Maintain financial records for permits and distribute appropriate fees to Towns and State on a monthly basis.
• Search office records for public requests and distribute needed information to clientele.
• Receipt all fees in Ascent permit software and deposit all monies for Division.
• Purchase and maintain office supplies for the Division.
• Set-up and organize Division meetings and training sessions.
• Assist County Real Property Lister as needed
• Serve as program lead for annual LWRD tree sale annual WI LandWater poster and speaking contest and annual Tri-County Soil Judging contest
• Serve as lead for Polk County Fair related displays and program planning
• Assist LWRD with SWRM program cost share agreement development change orders reimbursement and grant fiscal management as needed
• Assist with NR 135 implementation specific to receiving tracking of financial assurance and correspondence related to financial assurance
• Initiate and/or support the development of Division public informational pieces such as; social media posts newsletters press releases etc.

Supervisory Responsibilities:None

This description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities duties and skills required of personnel in this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An equivalent combination of Education/Experience Knowledge Skills and Abilities varying from those listed may be considered.

Education/Experience

1. Associates degree in accounting business administration with coursework in bookkeeping
2. Two years experience in bookkeeping accounting or secretarial assignments involving advanced recordkeeping
3. Experience in soil and water conservation natural resource management environmental sciences land use & development or zoning preferred

Physical Requirements

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 use hands to finger handle or feel objects tools or controls. The employee frequently is required to stand walk sit and reach with hands and arms. The employee is occasionally required to climb or balance; stoop kneel crouch or crawl; talk or hear; and taste or smell. Wrist and finger manipulation due to filing compiling calculating or computer work 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 and depth perception. Work requires preparing and analyzing written or computer data using of measuring devices operating motor vehicles or equipment and observing general surroundings and activities.

Work Environment

Work is sedentary in nature performed within the Government Center or satellite offices/other campus locations. Equipment used may include but is not limited to: computer scanner printer iPad cameras calculator telephone copy and fax machine. Additional physical/mental requirements that occur may not be listed above but are inherent in performing the positions essential functions.