Location: Madison,WI, USA
Position Summary
This position provides paraprofessional administrative support to programs administered by the Department of Natural Resources. Positions develop, administer and maintain materials associated with key leadership teams and manage office operations for the program. Work is performed under general supervision.
80% A. Administrative Support for the bureau director, management teams and other associated teams/staff for the assigned bureau.
* Perform administrative tasks as assigned which includes ordering office supplies, equipment and clothing. Correspond with DNR Finance, vendors and staff to verify items being ordered and price. Provide guidance to staff on procurement procedures. Complete ordering through vendor systems.
* Provide support for the bureau leadership teams and other teams as assigned. Duties include agenda coordination, scheduling assistance, IT support for meetings, taking, editing and distributing meeting minutes, assignment tracking. Duties may include handling of sensitive information and completion of assignments to further management team actions.
* Maintain bureau team SharePoint sites. Work with division web coordinators to develop and maintain sites and libraries as appropriate. Recommend and implement approved protocols including separation of sensitive information and documentation of decisions.
* Support assigned bureau through fiscal processing by reconciling Pcard and travel expenses and making purchase requisitions in Peoplesoft. Assist the Office of Business Services with processing financial gifts received by the program.
* Coordinate meeting and travel logistics for management team meetings and other leadership travel including identifying and negotiating meeting locations, lodging arrangements, and completing the approval processes for travel and meal expenses.
* As requested by the bureau director and management team, research information on a specific topic from internal and external sources, summarize findings, develop reports/materials and provide recommendations as requested by the bureau director to ensure that leadership is fully informed on various issues within the program.
* Serve as Constituent Contact coordinator. This includes working in the DNR's CRM system with the Executive Staff Assistants to coordinate response to constituents who have contacted the secretary's office. The OOA is responsible for tracking who responded and the response in the system and properly recording all interactions.
10% B. Serve as program records coordinator.
* Assist the agency and division records coordinators with processing requests by identifying, coordinating and collecting paper records as appropriate to meet the specific request.- Identify and coordinate with staff to efficiently and thoroughly respond to public records requests. Log simple records requests and track progress of complex requests to ensure close out.
* Lead records management for the program. Duties include maintenance of the program's Records Disposition Authorizations (RDAs), track records disposition, coordinate records management with the State Records Center (including maintaining inventory in Versatile) and Wisconsin Historical Society, and developing protocols for records management. Provide guidance to staff on proper records management.
* Support central office records digitization project. Duties include participation on division-level teams, development of digitization protocols for program-specific records, and coordination of digitization efforts which may include correspondence with selected vendors and/or facilitation of records LTE work.
10%C. Office Operational Support
* Provide support for the division-level cross program teams such as the FWP Operations Team, Public Lands Team and/or other teams as assigned to include agenda coordination, scheduling assistance, IT support for meetings, and taking, editing and distributing meeting.
* As requested, assist with new employee orientation activities in Central Office. Assist with coordinating interviews.
* Assist the Office of Business Services with maintaining and communicating up-to-date support service job aids on topics including, but not limited to, procurement, meeting facilitation and records best management practices.
* Support central office section managers with planning and execution of move to Hill Farms.
* Other Duties as Assigned
Salary Information
This position pays $20.02 per hour and is in pay schedule and range 02-10. Compensation will be set in accordance with the State Compensation Plan.
Job Details
This is a Limited Term Employment (LTE) position and will not automatically lead to permanent state employment or be entitled to the same benefits as permanent employees.
More about LTE positions:
1) Offer a great opportunity to gain experience and learn about careers at the WI Department of Natural Resources.
2) Provide opportunities for individuals to enhance their resumes with skills learned on the job.
3) May accommodate flexibility for part-time or full-time work hours and seasonal schedules. Work schedules are dependent on business needs.
4) Allow individuals to hold multiple LTE appointments concurrently. If both LTE positions are at the same agency, the positions must be bona fide different positions. Each individual LTE position allows for maximum of 1039 hours in a twelve-month period.
Special Requirements:
1) Residency: To be considered for this position, you must be a resident of the State of Wisconsin.
A Wisconsin resident is a person who:
a. Has established a residence, as defined in s. 6.10(1), in this state not less than 10 days earlier;
b. Has resided in this state for not less than a total of one year out of the immediately preceding 5 years;
c. Is eligible to register to vote in this state; or
d. Is the spouse of a person meeting the requirements of par. (a), (b), or (c). s.230.03(12), Wis. Stats.
2) Background Checks: The Department of Natural Resources conducts criminal background checks on final applicants prior to a job offer. Please note that a criminal charge or conviction on your record will not necessarily disqualify you from state employment. In compliance with the Wisconsin Fair Employment Act, the DNR does not discriminate on the basis of arrest or conviction record.
3) Eligible to work in U.S.: Applicants must be legally authorized to work in the United States at the time of hire. The Department of Natural Resources does not sponsor work visas at the time of hire or anytime during employment. All persons hired will be required to verify identity and eligibility to work in the United States and complete the required Employment Eligibility I-9 form upon hire.
Equal Opportunity Employer: The DNR is an equal opportunity employer that promotes and values diversity. We do not discriminate on the basis of race, ethnicity, religion, national origin, gender, gender identity, sexual orientation, age, marital status, veteran status, or disability.
Qualifications
Required Qualifications:
* Ability to work independently, setting own priorities and exercising independent judgment
* Outstanding oral and written communication skills
* Exceptional attention to detail
* Extensive knowledge of and proficient use of information technology typically used in an office including the use of Microsoft Word, Excel, Teams, SharePoint, PowerPoint and Outlook
* Knowledge of, or ability to learn and execute, state records management protocols
How To Apply
Click the Apply for Job button and follow the directions. You will be able to save your application as many times as needed and make edits up until the point you submit your application. Once you submit your application, you will not be able to make any updates to the application or any materials submitted.
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For any position-related questions, please feel free to contact ...@wisconsin.gov.
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Deadline to Apply
Applications must be received by 11:59pm, Central Time, on December 17th, 2024 in order to be considered.