Administrative Assistant

Job Title

Responsible for maintaining accurate records within the Environmental Services Division.

Essential Duties:

• Maintains knowledge of Division programs to answer general program questions
• Responsible for the efficiently creating, maintaining and reporting of the Division's 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 Land+Water 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  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

Certificates/Licenses/Registrations

• Notary Public Certification within two months of hire

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…