The Department of Health Services (DHS) strives to protect and promote the health and safety of all people of Wisconsin through the efforts of a dedicated and diverse workforce. DHS works to ensure access to individuals, families, and communities to achieve positive health outcomes in the areas of abuse prevention, mental health, public health, family care, long-term care, and much more. DHS is one of the largest and most diverse state agencies in Wisconsin, with more than 6,300 employees.

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DHS is hiring an Executive Staff Assistant (ESA) Supervisor in the Office of the Secretary (OS). The position offers the option to work remotely up to 3 days per week and will be headquartered at the 1 W. Wilson Street office in downtown Madison. This schedule may vary based on training or operational need.

We are searching for people with diverse backgrounds to join our dynamic and team-oriented environment. We promote professional growth and create a healthy work/life balance and inclusive culture. As an employee of the state of Wisconsin, you'll also have access to an amazing benefits package, including paid time off, low-cost insurance options, and participation in the Wisconsin Retirement System, which is considered among the best in the country! The State of Wisconsin is also a qualifying employer for the federal Public Service Loan Forgiveness Program.

The ESA Supervisor provides professional program and administrative support to the executive staff in the OS and supervises ESAs in the OS.

This position is involved in managing highly sensitive information and tasks and has extensive contact with public officials including the Governor’s Office, legislators, executive leaders from other state agencies, as well as leaders in federal, tribal, and local governments, members of the media, advocacy organizations, DHS division and healthcare facility leadership, and Wisconsin constituents. Primary responsibilities include:

• Establishing operating procedures and ensuring consistency of policies, objectives, and responses within the ESA team.
• Developing and careful monitoring of workflow and maintaining detailed knowledge of roles and responsibilities within the OS, throughout the Department and other public and private agencies.
• Independently determining urgency of and responding to verbal and written communications to the OS involving complex policy, program, or administrative matters.
• Assuring that the executive staff are appropriately informed of matters requiring personal attention.
• Overseeing and participating in calendar management and scheduling tasks for Executive Staff.
• Assigning, coaching, and evaluating the work of ESAs, participating in position recruitment activities, and setting staff priorities.

The starting salary is between $33.00-$34.52 per hour (approximately between $68,640-$71,801 per year), depending on qualifications, plus excellent benefits. This position is in pay schedule and range 81/04. A 12-month probationary period is required.

Pay for current or former state employees will be set based on the rules that apply to compensation for the applicable transaction.

• All applicants who may be appointed will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.
• All state employees are required to report their COVID vaccination status, whether they are vaccinated or not, and must provide supporting documentation if vaccinated. Newly hired employees will be required to submit this information within their first two weeks of employment.
• Employees must have access to secure high-speed internet for remote work option. Mileage reimbursement to the employee’s headquarter location is not provided. Remote work flexibility will be discussed in more detail during the interview process.
• DHS does not sponsor work visas for these positions, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire.

Minimally qualified applicants will have all of the following:

• Experience providing administrative support in a professional setting (e.g., scheduling and preparing materials for meetings, coordinating calendars, preparing and disseminating correspondence, organizing files, etc.).
• Experience using Microsoft Office Suite or similar platforms for data entry, project tracking/management, spreadsheet or report production, email, calendar management, document creation, etc.
• Experience working with sensitive and confidential information and communications.
• Experience editing and proofreading documents to ensure proper formatting, grammar, and workplace style.

Well-qualified applicants will also have one or more of the following:

• Experience providing administrative support to executive level management such as appointed or elected officials, Chief Executive Officer, Chief Operating Officer, Senior/Executive Vice President, Executive Directors, Department Directors, etc.
• Experience evaluating and implementing new processes or procedures to improve efficiency and effectiveness.
• Experience supervising a team (e.g., hiring, coaching, evaluating performance, assigning and reviewing work, etc.).

The letter of qualifications is limited to one (1) page. For a guide on developing your resume and letter of qualifications and what should be included in these materials, click here.

Applying is easy! Click “Apply for Job” to start the application process. Sign in to your account or click “Register Now” to create an account before applying for the job. Follow the steps outlined in the application process and submit your application.

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Submitted materials will be evaluated by a panel of job experts according to the qualifications above. Please monitor your email for communications related this position. Current or former permanent, classified, state employees must complete the online application process to be considered.

If viewing through an external site, please apply directly at Wisc.Jobs.

DHS is an Equal Opportunity and Affirmative Action employer seeking a diverse and talented workforce.

Veterans are encouraged to apply. For complete information on veterans’ hiring programs with the WI Department of Veteran’s affairs, click here.

For questions, please contact Shannon Kavorik in Human Resources at Shannon.kavorik@dhs.wi.gov.

For assistance with technical difficulties, please contact the Wisc.Jobs help desk at 608-267-1012 or wiscjobs@wisconsin.gov.

The deadline to apply is February 20th, at 11:59 pm.