Management Assistant

Outagamie County Core Values

Invested in Serving

Better Together

Create Progress

Support Through Compassion

Position Purpose

• --------------------

Reporting to the Recycling Superintendent or Solid Waste Superintendent, the Management Assistant performs specific recycling and solid waste administrative duties which include preparing reports and financial data, creating and managing spreadsheets; word processing; the ability to work well with all levels of internal management and staff, as well as outside clients and vendors; managing calendars; screening calls; receiving and directing visitors; position provides backup to the scale operator on a rotational and as needed basis.

Hours: 7:00 AM – 3:30 PM, Monday–Friday

6:30 AM – 12:30 PM, Saturday (rotating schedule, approximately one shift per month)

There are possibilities of overtime

• This position includes the full benefits package, and you can find out more here: https://www.outagamie.gov/Our\-County/Human\-Resources/Employee\-Benefits\-Information

Key Responsibilities

• ------------------------

The following duties are most critical for this position. These are not to be construed as exclusive or all\-inclusive. Other duties may be required and assigned.

• Assists the full management staff in various projects including recycling and solid waste operations, landfill monitoring, marketing, budget and CIP preparation, voucher and journal processing, accounts receivables and payables, new hire orientation and paperwork, maintenance data entry, contract management, educational material generation, and operational analysis/tasks
• Manage and coordinate all office purchases and serve as point of contact to all outside vendors; coordinates meetings and appointments with various department personnel, internal/external staff, local officials, and general public; schedules internal department meetings and external meetings and events, allotting sufficient time for staff to prepare for said meetings/appointments.
• Serves as backup to the scale operator position handling scale functions as needed per the monthly work schedule and to backfill on short notice, breaks, and lunch periods. Position also includes weekend scale rotational work per monthly work schedule requirements
• Coordinates and manages recycling and solid waste departmental timesheets, ongoing records retention, classification and filing.
• Assists with generating memos, letters, reports, and correspondence for distribution to staff and public for the various members of the management staff.
• Assists with the special waste program.
• Coordinates, develops and updates departmental website, assists with social media and other various marketing and customer service education and outreach.
• Completes monthly, quarterly and annual DNR spreadsheets as payments as well as annual reporting to consultants.
• Participates in the assembly and presentation of the 3\-year IT plan and serves as main point of contact for installation, service and technical support.
• Manages daily single stream recyclables shipping logistics for inbound/outbound recycle commodity transport schedules.
• Performs various confidential clerical and administrative duties in support of the Solid Waste Superintendent, Recycling Superintendent, and Director.
• Takes minutes and assists with preparing agendum for the safety and operations committee meetings and other internal meetings as required. Serves as backup for taking minutes at Highway and Solid Waste committee meetings.
• Assists with various tasks for safety such as supply ordering, setting up training, updating procedure manuals, and making vendor appointments.
• Answers and screens telephone calls determining if questions/messages are appropriate to department; relays messages to other departments as appropriate; assists with responding to inquires about various operations from the general public.
• Assists with maintaining department files.
• Assist with Clean Sweep event(s).
• Attend designated outreach and educational events as farmers market, sustainability fairs, etc.
• Involvement in LEAN process improvement projects.
• Generates a positive image for the Recycling \& Solid Waste Department by communicating with internal/external customers in a timely and efficient manner, conducting such business in a professional manner.
• Maintains regular and predictable attendance, works overtime/extra hours as required.
• Monitors and updates E\-Maintenance programs for recycling and solid waste maintenance staff. Generates quarterly and yearly reports.
• Records and prepares reports for internal landfill diversion programs.
• Performs other duties as assigned.

Education/Certifications/Experience Requirements

• ----------------------------------------------------
• Associate's degree in administrative assistance science or a related field, with six to nine years administrative assistant experience which includes handling confidential materials.
• Above average verbal and written communication skills, and experience taking minutes.
• Advanced computer skills and the ability to train others in system usage are preferred; requires some accounting knowledge.
• Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Required or Preferred Skills

• --------------------------------
• Knowledge of and demonstrated ability to harmonize and align with the mission/vision/purpose/core values/goals of the Department and comply with all policies, and procedures of the Outagamie County Work Rules and Terms of Employment.
• Demonstrated ability to comply with appropriate safety regulations.
• Ability to communicate effectively with other employees, vendors, the general public, County department heads, and others both verbally and in writing in a professional manner.
• Good communication skills, oral and written, to relate to supervisors and co\-workers in problem identification and solving.
• Ability to effectively communicate in English and understand and follow written and oral instructions.
• Ability to work semi\-independently making sound decisions using good judgment.
• Ability to use tact and diplomacy when dealing with co\-workers, county officials and officers, general public, etc.
• Demonstrated reliability in attendance and flexibility to work hours, especially in adverse weather conditions.
• Ability to organize and maintain accurate and complete records, and prepare clear and comprehensive reports
• Ability to operate a variety of office machines including personal computer with intermediate knowledge of Microsoft Office suite (Excel, Word, PowerPoint, Access, Outlook) and data entry, multi\-functional copier, and multi\-line telephone.
• Ability to add, subtract, multiply, divide, and calculate decimals and percentages.
• Demonstrated proficiency with typing and following instructions.
• Ability to create and apply mathematical equations in Excel.
• Ability to comprehend and interpret a variety of documents including various contracts, invoices, and various correspondences.
• Ability to prepare various documents including letters, memos, journals, expense vouchers, minutes, and newsletters, etc.
• Ability to walk, stoop, climb, bend, stretch, push, pull, and lift up to 20 pounds, understanding and utilizing proper body mechanics.

OUTAGAMIE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.

Outagamie County offers Benefit options and paid time off for team members that work 20\+ or more hours per week. Learn more today by visiting: https://www.outagamie.org/government/departments\-f\-m/human\-resources/employee\-benefits\-information

*Outagamie County Diversity Statement:*

Outagamie County is committed to developing, nurturing, and sustaining an equitable community and workforce where all individuals can thrive. We pledge to amplify the voices of under\-represented communities or those who were historically excluded, by removing barriers that result from racial, social injustice and inequities. We strive to ensure that equity, diversity, inclusion are embedded at all levels of Outagamie County programs and departments through acknowledging, analyzing, and addressing the root causes of inequities. We will create and advance equitable polices, practices and procedures, including, but not limited to County services, recruitment and retention, policies and practices, budgeting and procurement. We commit to being transparent and will continually evaluate and update our values when identified goals and objectives are not being achieved or sustained. Outagamie County will strive to create an inclusive environment where every community member feels like he/she/they belong.

OUTAGAMIE COUNTY IS AN EQUAL\-OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.