Executive Staff Assistant

State Of Wisconsin Madison , WI 53706

Posted 7 days ago

This position performs and coordinates a wide variety of complex, top level administrative activities for DSP. The position is responsible for independent analysis of issues and follow-up on matters requiring the attention of the Administrator, which involves extensive interaction with the Office of the Secretary, the bureaus, other divisions in DCF, other state and local government officials, the State Legislature and the general public.

This position is privy to confidential matters by having access to, knowledge of, or discussion of confidential and sensitive information and correspondence that have impact on the employee/employer relationships, including proofreading and editing correspondence composed by the Administrator; screening phone calls and mail; disciplinary letters; grievance responses; operating budget (employee assignments, etc.); and participating in Division management meetings where budget and personnel actions are discussed.

Confidential administrative services include preparing materials for briefing the executives in the Office of the Secretary, preparing materials for meetings with DSP managers and communicating decisions and instructions to managers. This position provides program support services and office management for DSP. The Executive Staff Assistant coordinates program activities and provides liaison functions for the Administrator's Office business. The position requires tactful monitoring of workflow and detailed knowledge of roles and responsibilities within the Division, throughout the Department, and of other public and private agencies.

For a complete copy of the position description, click here.

Special Notes: Due to the nature of the position, final candidates may be required to allow DCF to conduct a security background check to determine whether the circumstances of any pending charges or convictions would be substantially related to the job being filled.

Applicants must be legally entitled to work in the United States (i.e., a citizen or national of the U.S., a lawful permanent resident, an alien authorized to work in the U.S. without DCF sponsorship. The Department of Children and Families does not sponsor visas, either at time of hire or at any later time.

Please address the following in your cover letter and/or resume:

Minimally qualified applicants will have:

  • Experience managing calendars and logistics for others (scheduling meetings, appointments, travel arrangements, etc.)

  • Experience providing administrative support in an office setting that handles sensitive or confidential information (i.e. healthcare, government, finance or human resources) performing duties such as preparing reports or correspondences, developing program policies or procedures, responding to emails, and/or coordinating or scheduling applicant interviews.

  • Experience utilizing computer programs and software such as Microsoft Office Suite for data entry, report production, and document creation

Well-qualified applicants will have:

  • Experience working with position information (reviewing position budget information, reviewing position reports, tracking information based on positions, etc.)

  • Experience developing and maintaining electronic and paper filing systems

  • Experience developing forms and procedures to maintain the flow of information and correspondences

  • Experience maintaining webpages

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Executive Staff Assistant

State Of Wisconsin