WAUSHARA COUNTY POSITION DESCRIPTION
TITLE: Administrative Specialist
DEPARTMENT: Zoning & Land Conservation
FUNCTION:
MAJOR RESPONSIBILITIES:
1. Provides customer service to people entering the office seeking to comply with applicable county and state requirements, by providing guidance and information on code requirements and how to comply with them. Assists landowners and citizens with completing and filing permit forms and advises applicants on requisite supporting information for the applicant to obtain desired permits. Refers matters that are not in compliance with county and state requirements to Technicians for further follow-up.
2. Assists in the routine daily functions of the Land Conservation and Zoning office including meeting routine deadlines, and scheduling of appointments of departmental staff. Schedules requests for services and obtains all necessary information. Research legal descriptions and compiles information for onsites and inspections. Research records with various County offices to determine ownership and land information records of properties. Resolves scheduling conflicts, maintains office calendar, screens all incoming phone calls and answers questions whenever possible or routes them to appropriate personnel for assistance.
3. Maintains supplies, inventories, time reporting and attendance records, mailing lists, and brochures. Updates and maintains department specific handouts and updates forms and information on County and Department website as necessary.
4. Research properties to determine private onsite wastewater treatment systems (POWTS) present and prepare landowner notices in 3-year increments verifying maintenance of POWTS in compliance with State of Wisconsin mandatory maintenance requirements. Enter and maintain notices and refer noncompliant properties to Specialist for further action. Provides first line of communication to landowners not in compliance with the maintenance requirements and assists in preparation of records to prepare for court if legal action is required.
5. Maintains permanent records of all department transactions and accurate property records system. Meets routine reporting deadlines.
6. Assists in preparing and processing of necessary documents and correspondence necessary in the administration of the Department. Receives, prepares, and processes meeting notices and agendas, and public announcements. Receives and prepares public hearing applications and prepares and submits publication of notices in compliance with State Statutes and County Codes. Completes and processes permit applications with emphasis on accuracy for compliance with all ordinances under departmental jurisdiction for review by the Director and makes reports and payments to state agencies as required by State Statutes and County Codes. Serves as recording secretary for associated committees when necessary.
7. Receives fees, transfers monies to appropriate accounts, and makes periodic filings with the County Treasurer’s Office, State agencies, and independent contractors. Prepares and processes vouchers for Department Director and governing committee review. Maintains permanent records of all accounts, permits, and other data, and stores this data for proper reporting. Maintains time reporting and attendance records, mailing lists, brochures, and other Departmental records.
8. Completes and/or verifies accuracy of affidavits with detail to correct legal description, format and State requirements for recording with the Waushara County Register of Deeds.
9. Acts as first line public relations personnel as the first contact to the department. Handles basic inquiries posed by the public in compliance with County Codes including but not limited to Zoning, Subdivision, Floods, Utilities, and Uniform address numbering and makes referral as necessary. Documents complaints and possible non-compliance issues to Technicians for further follow-up.
10. Assists with annual budget processes, plans of work, and outreach programs if necessary.
11. Works with affiliated agencies and companies to ensure efficiency in coordinated efforts on projects and permits and ensures that financial considerations related to those transactions are correct and processed in a timely fashion.
12. Other duties as assigned by the Land Conservation & Zoning Department Director and Deputy Directors.
13. Maintains regular and predictable attendance.
14. Promote, get along and work in harmonious relationship with others, including but not limited to outside agencies and other county departments.
15. Following applicable on the job training, can perform duties, follow policy, and implement procedures, independent of direct supervision.
WORKING ELEMENTS:
A.
- Secondary school associates degree preferred with emphasis on clerical work, computer programs including word processing, spreadsheets, accounting software, and presentation programs, or natural resources, land use, or another related field.
- Minimum of two to three years office experience in related work and dealing with the public.
- Continuing education through seminars, workshops or conferences to keep abreast of changes in zoning and land conservation programs may be required.
B.
- Knowledge of municipal government; government legal descriptions, and basic land conservation and zoning programs.
- Ability to compile accurate statistical, financial, and narrative reports. Ability to handle detailed information accurately and efficiently. Ability to deal with a variety of people, including the public and other government agencies, and build confidence and respect for the department. Good oral and written communication skills extremely helpful.
- Skill in meeting deadlines and working accurately, sometimes under pressure. Skill in prioritizing and organizing multiple work projects, and communicating clearly on a variety of matters, while maintaining confidentiality.
C.
- Assists with daily management of the office including, but not limited to scheduling appointments, inspections, and public meetings and hearings. Responsible for records, monies, office supplies and maintaining proper inventories.
- Ability to independently organize and manage job duties to complete workload efficiently and on time.
D.
- Because of the responsibilities associated with this position, there is some stress and additional hours to complete routine duties and management of assignments. Out of town travel to training may be necessary
- A minimum of 1 night meeting a month will be required for public hearings.
- Primarily sedentary position with exposure to computer screens and keyboards.
Job Type: Full-time
Pay: $21.36 - $22.77 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Administrative: 3 years (Preferred)
- Office: 3 years (Preferred)
License/Certification:
- Driver's License (Required)
Work Location: In person
