Administrative Secretary-Highway

Under general supervision, performs a full range of varied administrative and accounting duties which require different levels of complexity and confidential responsibility with knowledge of the Highway departmental policies, procedures, and activities. This role requires accuracy, attention to detail, and the ability to work independently while supporting department operations. The position also involves communication with internal staff and the general public in a professional manner.

• Acquire specialized knowledge of Highway Department operations and procedures.
• Performs administrative duties including but not limited to, answering phones, directing callers to the proper individuals, and providing general and specialized information when needed.
• Sort and distribute daily mail and greet customers at the door to direct them to the proper individuals.
• Maintain department postage machine; adding postage, running a monthly use report, and ordering postage supplies.
• Take payments and prepare deposits for delivery to Treasurer, including posting payments in CHEMS.
• Some basic exposure to accounting duties such as billing, and inventory.
• Order and maintain inventory of department office supplies in a responsible manner.
• Manage highway conference room calendars for meetings/bookings with a computerized project management system.
• Coordinates and schedules meetings and conferences for staff pertaining to highway training. Including coordinating training materials and supplies for planned events at the Highway Department.
• Track and gather all documentation for state and county vehicle accidents for billing.
• Maintain highway departmental policy/procedural handbooks and forms, updating when changes occur.
• Assist with managing the department’s annual Bid and proposal process for the department. Includes managing Bid/proposal Website
• Maintain departmental electronic and manual filing systems and reproduce necessary documents as needed. Includes organization of departmental computer drives/files for clear accessibility.
• Manage department work order log and filed number to requestor.
• Maintain and update the department website, ensuring posted documents are ADA compliant. Assist with internal communication boards, public road closure calendar, and manage documentation such as the WisDOT Dead Deer Contract.
• Provide administrative support to departmental managers with varied clerical duties as needed under the direction of the Business Manager.
• Follow oral and written instructions accurately and efficiently.

Education and Experience

• High school graduate with five years of secretarial/clerical experience; Administrative associate degree preferred, or any equivalent combination of education, training, and experience which provides the necessary knowledge, skills, and abilities.
• Valid driver's license

• Working knowledge of general office procedures and clerical practices.
• Strong computer literacy, including proficiency Adobe, complex accounting software, and Microsoft packages such as Word, Excel, and Projects.
• Knowledge of making documents accessible (ADA Compliant).
• Accurate keyboarding skills (minimum 80 net keystrokes per minute preferred).
• Strong Filing system skills to create, manage, and maintain computerized filing system.
• Ability to understand and execute both routine and moderately complex written and verbal instructions.
• Knowledge of basic accounting with some exposure to accounting a plus.
• Strong organizational skills and the ability to prioritize and manage multiple tasks.
• Independent judgment, attention to detail, and a high level of accountability.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Strong interpersonal skills and the ability to work cooperatively with other staff, departments, and the public.
• Must be able to work the hours required by the position.

Physical Demands

• Ability to lift up to 20 pounds occasionally and up to 10 pounds frequently.
• Intermittent sitting, standing, and walking throughout the workday.
• Use of hands and feet for repetitive grasping, fine manipulation, and operating office controls and equipment.
• Occasional bending, twisting, squatting, and reaching.
• Verbal communication required for relaying information clearly.
• Auditory and visual acuity are required to distinguish people, objects, and sounds in various work settings.