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Administrative Services 5 - Highway Dept
Location:Highway Dept WR
FT/PT:Full-time 40 hrs/week - WRS Eligible
Deadline to apply:10/04/2020
Hiring Range:$17.36/hr to $19.83/hr
  
Job Responsibilities:
GENERAL FUNCTION
The purpose of this position is to perform general and confidential administrative and clerical duties for all Highway management personnel.  

SUPERVISES
No supervisory responsibility.

ESSENTIAL FUNCTIONS
The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.
Perform general and confidential clerical tasks for all Highway management personnel.  Strong support and team-oriented attitude required.  
Assist Highway Commissioner with scheduling, reservations, reimbursements, etc. with highway related meetings and functions.
Serve as administrator for both RTVision Time-Plus and Phoenix Fuel software. Serve as a liaison to the Information Technology Department on various department projects and software/hardware upgrades. Add job numbers, employees, and edit coding previously assigned. Reset passwords. Communicate with software providers when improvements are needed.  Manage and maintain RT Vision electronic timesheet software, to include employee and project maintenance, rates, etc.  Duties to include maintaining time off balance records.
Department liaison to Human Resources and other county departments.  As such, is the go-to person for department personnel when they are having issues related to the duties of this, and other county departments. 
Maintain and update paper and electronic department employee files.
Complete departmental orientation for new employees.  Complete all paperwork for employee hiring, transfers, promotions, and terminations.  Prepare and distribute annual review forms.  Assist in annual vacation scheduling.
Serve as a confidential employee, assisting management and employees with a variety of private employment related matters (FMLA, discipline, etc.).
Assist employees in completing injury and accident reports.
Prepare Highway Infrastructure & Recreation Committee, as well as Management Team, and other Highway Department group agendas and minutes, personnel forms, correspondence, advertisements, property descriptions, right-of-way documents bid and quote forms, procedures, and requirements, as directed by Highway management personnel. Distribute bid and quote forms, procedures, and requirements to vendors and send results to all vendors who submitted. Assist in opening of quotes and bids and recording results.
Prepare the annual spreadsheet of Pavement Surface and Evaluation Rating (PASER) rating of all County Highways for distribution to WisDOT and Highway Department management.  Provide WISLR software services for County highways and to interested municipalities, including support, data entry, and communication with the State. 
Maintain Project List and generate project numbers.
Run reports for all winter storm events (storm reports) to collect data on labor, machinery, and material usage; enter into storm report summary spreadsheet. 
Prepare snow plow agreements and update winter storm management tracking paperwork annually.
Complete special projects as assigned by Highway management personnel.
Run and interpret various reports and assessments to assist the management team with understanding the financial impacts of various policy changes (i.e. holiday pay, “step up pay”, etc.)
Assist the public and management personnel with oversize/overweight, moving, access, and utility permits.
Assist management team with Asset Management and GIS data management.
Provide training, as necessary, to all staff on a variety of administrative functions. Provide occasional training to staff on the use of various computer programs or functions. Organize training events: creating agendas, securing locations, and working with partners to manage all aspects of event planning.
Complete accident cost recovery processes for County and State.
Assist in completion of the annual air permit compliance report for our Asphalt Plant. 
Update social media platforms and County webpage. Assist with scheduling and hosting Webex meetings for highway department.
Distribute road closure/opening and detour announcements to EMS, Fire, Law Enforcement, and Local Officials.
Answer telephone and county radio, provide information or refer to appropriate person or agency.
Provide public reception tasks. Greet and direct visitors. Provide information to inquiries. 
Research various statutes and legal issues.
Update department policies, as directed. 
Responsible to know and practice the safety policies of the County. Perform all job tasks in a safe and prescribed manner.

ADDITIONAL TASK AND RESPONSIBILITIES

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

Sort and file materials as required by the position.
Process mail and distribute to staff.
Maintain server backup tapes.
 

 
Job Qualifications:
MINIMUM TRAINING AND EXPERIENCE REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Associate’s degree in business administration or human resources preferred. Must have a general knowledge of office routines and operations. Minimum of three (3) years of administrative or HR experience, or any combination of education and experience that provide equivalent knowledge, skills, and abilities. 

Solid computer skills and proficiency in Microsoft Word, Excel and Power Point. Ability to learn any upgrades and changes which may occur.