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About the Department

The Office/ Superior Days Associate provides office support and customer service to Douglas County and City of Superior Administration and its constituents. 

Douglas County offers a competitive benefits package including but not limited to:

• Annual wage increase based on eligibility
• Paid, on-the-job training and advancement opportunities
• 85% county contribution to health and dental premiums
• Health Savings Account (HSA) available to all employees enrolled in the county's medical plan, with annual contributions provided by the employer and the health plan
• Wisconsin Retirement- One of the most well managed retirement systems in the nation- Contributions are paid according to current year rates set by WRS Employee Trust Fund.  Refer to www.etf.wi.gov for further detail  
• County-paid Life Insurance Policy – coverage equivalent to annual salary - affordable Supplemental, Additional, and Spousal/Dependent coverage available at employee’s expense
• Competitive paid time off including vacation, sick time, personal days and holidays
• Public Student Loan Forgiveness (PSLF) Employer 

Position Duties

• The core responsibility of this role is to serve as the primary point of contact, ensuring exceptional service and professional support to all visitors, clients, and constituents through direct, phone, and email interactions.
• Collaborates with other staff to ensure front office coverage when unavailable.
• Operates multi-line telephone system.
• Receives, screens, and directs telephone calls.
• Takes and relays messages.  
• Provides information and guidance to visitors and callers.
• Provides follow-up on some technical information.
• Gathers, sorts, and distributes City and County department mail
• Assists department with basic county employees inquiries (i.e. submitted documents, collecting background checks, etc.)
• Manages the Douglas County storefront by communicating with vendor
• Refers visitors/clients to appropriate person or agency.
• Maintains appointment schedules and calendars.
• Enters and maintains information on several types of computer software, word-processing, records management, and spreadsheets.  
• Type moderately difficult correspondence, memos, forms, reports, meeting minutes, agendas, and other materials, some of which may be confidential, from written and oral instructions.  
• Develops and maintains internal and external communication materials, including newsletters, forms, and documentation, ensuring clarity, consistency, and up-to-date content.
• Updates lists and other department records.
• Performs payment authorization data entry.  
• Assists in creating tests and surveys within the authorized systems
• Maintains departmental files (scanning, filing, sorting and file destruction according to policy guidelines).  
• Assists other department personnel and supervisory personnel with various duties (i.e. print and assemble new hire binders, reference checks, interview scheduling, coordinates travel arrangements, as requested by supervisor).
• Orders office supplies and maintains office supply inventory. 
• Maintains and updates written and computerized materials.  
• Authorized to provide verbal verification of employment requests with ‘yes’ or ‘no’ responses and dates of employment
• Attends County HR Connections

• Assists Superior Days Leadership by:
  1. Executing approved purchases at the direction of the Superior Days Leadership.
  2. Communicating with vendors on behalf of Superior Days Leadership.
  3. Organizing meetings by setting time and location, communicating details to the Superior Days delegates, and setting up the space with all necessary materials and digital support.
  4. Generating drafts of printed materials including the Superior Days booklet and invitations.
  5. Maintaining Superior Days documents and records.
  6. Attending Superior Days and provide onsite setup and support at the direction of Superior Days Leadership and with the assistance of volunteers.

• Performs other duties as required.

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

Minimum Qualifications

• Must possess High School diploma or equivalent.  
• Vocational/technical training in office support related field with 1-3 years of office experience or 
• Any combination of education and experience that provides equivalent knowledge, skills and abilities. 
• Excellent telephone and customer service skills with the ability to effectively communicate with the general public, orally and in writing, on a daily basis.  
• Strong computer skills with a working knowledge of Windows and internet based computer programs and proficiency with Microsoft Office applications.  
• Ability to work both independently and as part of a team.

Other Qualifications

Knowledge Required

• Requires the ability to process, calculate, compute, summate, and/or tabulate data and/or information. 
• Ability to perform subsequent action in relation to these computational operations; requires the ability to provide guidance, assistance and/or interpretation to others, such as co-workers and the public, on how to apply policies, procedures and standards to specific situations; 
• Ability to utilize a variety of advisory data and information such as computer software, operating manuals, department records, forms, ordinances, schedules, lists, procedures, guidelines and non-routine correspondence.  
• Ability to communicate orally and in writing with department personnel, department visitors, county officials and the general public.
• Ability to perform addition, subtraction, multiplication and division.
• Ability to apply principles of rational systems.  
• Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form.  
• Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objective; 
• Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against measurable or verifiable criteria.

Requires the ability to operate a variety of office equipment such as computer terminal, typewriter, telephone, fax machine, calculator/adding machine, computer printer, department audio/visual equipment, and photocopier; requires the ability to coordinate eyes, hands, feet and limbs in performing movements requiring moderate skill, such as typing; tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling of objects weighing five to ten pounds.  Tasks may involve extended periods of time at a keyboard or workstation; requires the ability to recognize and identify similarities or differences between characteristics of shapes and sounds associated with job-related objects, materials and tasks.