Administrative Assistant - Part Time (20 hrs/wk), District A...

Waukesha County's District Attorney's Office is looking to fill 3 part-time (~20 hours per week), benefitted* Administrative Assistant positions.

• one opening is for a regular budgeted position with the following work schedule:
  • Wednesday 12:30 pm - 4:30 pm,
  • Thursday 8 am - 4:30 pm, and,
  • Friday 8 am - 4:30 pm.
    
• the other two openings are grant funded with a sunset provision of 2024; that is, when grant funding ceases, employment will end and the position will be abolished. Work schedule is flexible between the hours of 8:00 am to 4:30 pm, Monday through Friday.

An Administrative Assistant performs a broad variety of clerical and administrative support work wherein typical duties include, but are not limited to: greeting visitors; answering and directing calls; providing customer service; preparing communications; preparing, organizing, and maintaining records, reports and files; assisting with projects; and responding to the public.

The Ideal candidate will have a High School Diploma/GED and recent work experience dealing with the criminal justice system.

Rewards & Recognition

• Benefits for part-time positions are pro-rated.

• Greets and assists customers, in person, by telephone or other methods to provide information, answer questions, or directs to appropriate staff.
• Prepares a variety of routine documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department.
• Performs data entry, maintains and updates electronic files and databases.
• Receives, records and processes payments, balances cash drawer daily, and prepares related reports.
• Monitors, maintains and orders office supplies, maintains equipment, and maintains repair and maintenance records on equipment.
• Organizes and maintains files and file systems, scans documents, records and reports, copies materials, files paper and/or electronic information and distributes documents as necessary.
• Receives, sorts, processes, and distributes incoming mail and prepares and processes outgoing mail.
• Maintains department/division calendar, schedules appointments and meetings including meeting room reservations, orders food and makes arrangements for audio/visual equipment or other set-up needs.
• Establishes a variety of files based on established guidelines, files and retrieves materials, archives and manages department records.
• Handles confidential or sensitive information and documents.
• Adheres to County policies, procedures, and federal, state, and local regulations.
• Provides assistance to other support staff.
• Establishes and maintains effective, professional, positive, and respectful working relationships and communications internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
• Attends department and/or division meetings.
• Performs other duties as apparent or assigned.

Essential Knowledge and Abilities

• 
  Working knowledge of standard office practices, procedures, and techniques.
• Working knowledge of business English, spelling, grammar, and punctuation.
• Working knowledge of basic math.
• Working knowledge of effective customer service techniques.
• Working knowledge of MS Office products or comparable office product, word processing and data processing.
• Working knowledge of Outlook with the ability to send, receive and save emails and attach documents.
• Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment.
• Working knowledge of computers and keyboarding needed to prepare routine/recurring documents, draft correspondence, and enter data.
• General knowledge of department specific programs and services.
• Ability to apply and explain rules, regulations, policies and procedures related to a specific program or services.
• Ability to perform basic word processing, editing, data entry and spreadsheet maintenance.
• Ability to access and navigate the internet and County or department-specific programs and applications.
• Ability to add, subtract, multiply, and divide numbers accurately.
• Ability to maintain and enhance skills, participate in on-going training and increase knowledge of County, department and division services, policies and procedures.
• Ability to adapt to new department/division policies, procedures, programs, and environment.
• Ability to follow and understand oral and written instructions.
• Ability to maintain confidentiality of records and information.
• Ability to make minor decisions using standardized practices.
• Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other County departments/divisions, clients/customers, outside agencies, and the general public.
• Ability to work effectively as a member of a team and deal with people in an effective and timely manner.
• Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles.
• Ability to organize and prioritize work.

You must meet these minimum Training and Experience requirements:

• High School Diploma or GED.

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 wellbeing of our staff and the citizens we serve. Employees are provided professional development opportunities and encouragement to learn and practice continuous improvement and LEAN principles as we regularly ask ourselves "Is there a better way?"

Waukesha County's pay plans, group insurance programs, and other benefit policies comprise a package that is highly competitive and satisfies the needs of its employees. This is intended to give only a brief summary of the employee benefit package; it should not be considered a complete or definitive source of information. Additional information will be provided prior to the time of hire. Benefits for part-time position are pro-rated.

Vacation
5 days of vacation immediately upon hire

Vacation earning schedule

Years of Service Earning Rate Per Month Max Accumulation
1st through 6th 8-hours 80-hours (2-weeks)
7th through 13th 12-hours 120-hours (3-weeks)
14th through 22nd 16-hours 160-hours (4-weeks)
23rd and over 20-hours 200-hours (5-weeks)

Holidays
Regular full-time employees receive nine holidays with pay during the year.

New Year's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
The Day after Thanksgiving
Christmas Eve Day
Christmas Day
New Year's Eve Day

Regular part-time employees earn one-half (½) holiday benefits.

Some employees are required to work on holidays. In these cases, extra compensation or an alternative day off may be authorized

Floating Holidays
2 paid floating holidays earned on February 1 and June 1

Sick Leave
8 hours earned per month, up to a maximum of 960 hours

Funeral Leave
Up to 24 hours of leave with pay to attend the funeral of an immediate family member

Health Insurance
County pays 85% of premium and employee contributes 15% of the premium

Health Savings Account
Pre-tax savings account that can be used for qualifying medical expenses (e.g. office visit fees, co-pays, prescriptions, vision and dental). County contributes to health savings account based on HRA completion up to $2,250 for family plan and $1,125 for single plan

Onsite Health and Wellness Clinic
Available to individuals who are enrolled in the County's health insurance plan including employees, spouses, and children ages 2 . Preventive care services are free. All dispensed prescriptions are $2. Dispensed available ACA preventative medications are $0 cost. Non-preventative care visits are $30. Physical therapy is $25 per visit. Clinic staffed with MD and Physician Assistant, Physical Therapists, and Health Coaches

Dental Insurance
Choice of two dental plans. Coverage begins on the first day of the month following 6-months of employment

Vision Insurance
Coverage begins on the first day of the month following 60-days of employment

Employee Wellness Activities, Program and Fitness Center
24/7 access to a wealth of health tools and information on the wellness portal. On-going education programs, fitness challenges and classes. On-site fitness center

Retirement Pension
As a full-time employee, you will automatically be enrolled in the Wisconsin Retirement System. This pension is administered by the State of Wisconsin Department of Employee Trust Funds. You are required to pay the employee's share of contributions to the fund, while Waukesha County contributes the employer's share. Employees are vested in their portion of contributions immediately and after five years of creditable service for the employer contribution. To view employee/employer contribution rates, visit Wisconsin Department of Employee Trust Funds' website and type in WRS Contribution Rates in the search box.

Part time employees are enrolled and required to pay the employee's share of contributions after working 1,200 hours of work in any 12-month period.

457 Deferred Compensation
Optional program used to supplement retirement income. Pre-tax and Roth options available

Roth IRA
Optional post-tax program used to supplement retirement income

Life Insurance
Automatic coverage in life insurance at no cost to employee. Additional coverage for spouse and dependents available at the employee's expense

Dependent Care Reimbursement
Optional pre-tax account used for child and elder/care expenses

Retirement Health Savings Plan
Automatic enrollment in a retirement health savings plan. County makes contributions on behalf of employee

Long-term Disability Insurance
Automatic coverage in long-term disability. County pays 100% of monthly premiums

Employee Assistance Program
Voluntary program that offers free and confidential assessments, short-term counseling, referrals, and follow-up services to employees and their family members who have personal and/or work-related problems. Unlimited access to a highly informative website with articles and tools to support you in a wide variety of your work/life needs

Tuition Reimbursement
Financial assistance for attending job-related classes

Employee Discount Programs

• Dell products
• Cell service through US Cellular, AT&T Wireless, Sprint Wireless, Verizon
• Special licensing for a copy of Microsoft Office for home use