The Conservation Congress Coordinator is responsible for providing technical support, records management, and customer service to the Wisconsin Conservation Congress. This position will prepare and notice committee, congress leadership, and convention agendas, compile and distribute policy reports and spring hearing results, coordinate travel and logistics for meetings of the Wisconsin Conservation Congress, provide technological support to the congress, especially pertaining to records storage, survey technologies, and webpage updates, and other duties to support the functionality of the Wisconsin Conservation Congress as assigned by the Conservation Congress Liaison. This position will also manage the delegate database and mailing lists and provide timely improvements and major updates following spring hearing elections. In addition to responding to requests from the conservation congress, this position will also respond to inquiries from the public and assist in preparing time-sensitive news releases. This position may work occasional weekends and weeknights and will need to be available for the annual May Wisconsin Conservation Congress convention.
40% Goal A. Assist with document preparation & file maintenance as assigned for high level natural resources related materials:
A1. Support important natural resources policy making at spring hearings, Conservation Congress committee meetings and annual convention, and Natural Resources Board meetings. Includes compiling, coordinating and distributing policy documents, reports and other materials.
A2. Interact with Conservation Congress delegates, department staff and the media to provide results of spring hearing input. Utilize databases and online surveys to gather, compile, analyze, & distribute the annual spring hearing results. Create and use tables and queries to capture citizen input.
A3. Maintaining systems that support good natural resources decision making. Includes maintaining the spring hearing, resolution & delegate database, Conservation Congress filing systems of for general correspondence, forms & files. Update & maintain logs of records for tracking purposes & follow up as necessary to ensure deadlines are met. Analyze office systems & procedures, recommend solutions, oversee implementation & evaluate effectiveness.
A4. Administer effective public relations and outreach by the preparation, implementation & distribution of materials & activities, including presentations, newsletters and other media.
A5. Connect with Conservation Congress delegates and department staff by supplying and distributing printed materials and being aware of print procurement procedures.
10% Goal B. Coordinate travel arrangements and event planning as needed:
B1. Coordinate travel arrangements, including hotel & fleet for Congress Liaison & Congress officers.
B2. Assist in locating and reserving facilities for Congress meetings and coordinate meals at the state rate.
B3. Keep abreast of travel regulations to ensure all regulations are being met.
20% Goal C. Provide communication & customer service
C1. Review inquiries & request for assistance to determine appropriate Conservation Congress action. Coordinate with Congress Liaison to respond to inquiries from legislators, the public, special interest groups, DNR staff, & delegates. Deliver information relating to Conservation Congress operations & activities.
C2. Prepare Congress memorial resolutions; assist with development of award presentations, solicitation of nominations, & coordination of the annual banquet event.
20% Goal D: Record keeping
D1. Maintain a database of citizen resolutions & follow through on notification to resolution authors of proposed action & disposition of resolutions. Develop metadata for record retention.
D2. Maintain electronic records of program information.
10% Goal E: Fiscal support
E1. Enter & track payments to vendors & congress delegates. Enter & track all Congress payments, including pre-audit of travel vouchers for Congress delegates. Complete and submit fiscal vouchers to Finance.
E2. Audit monthly procurement card for WCC Liaison. Reconcile budget items for general service expenditures.
