• Executive Assistant - WTC District Boards Association (Madison, WI)

    Posting Date: 2 weeks ago(2 weeks ago)
    Job ID:
    Support Staff
    # of Openings:
    Madison District Office
    Hours Per Week:
    Weeks Per Year:
    Work Schedule:
    8:00am - 4:00pm Monday - Friday. The expectation to work Satuday hours five times per year with a year advanced notice. Flexibility in schedule may be required.
    $20.00 per hour
    Anticipated Start Date:
    September 2018
  • Basic Functions & Responsibilities

    The WTCS Executive Assistant position is located in Madison, WI and performs a wide variety of support functions and services for the Association in five broad areas:


    1. Member services support, records maintenance, and staff support for the Association’s committees and Board of Directors
    2. Meeting planning services
    3. Office management
    4. Financial accounting
    5. Secretarial support for the Executive Director and Assistant Director, and office reception services

    These duties are complex, visible, and often confidential in nature. A high degree of administrative competence, organizational skill, and excellent human relations abilities are essential to the position. The position requires the ability to balance competing and rapidly changing priorities. The position also requires the individual to prioritize and complete tasks without direct supervision.

    Essential Job Functions/Secondary Job Functions

    Member Services Support, Records Maintenance, Staff Support

    1. Provides assistance to Association members in filling any requests they may have. Also provides staff support to the Association committees and Board of Directors. 
    2. Serves as the recording secretary for membership and Board of Director meetings. Maintains a complete file of all past Association meeting minutes, including committees. 
    3. Manages, coordinates and maintains accuracy of membership directory and of the Association’s electronic databases and web resources. Updates and disseminates to membership annually. 

    Meeting Planning Services

    1. Assists the Assistant Director with logistical details of Association quarterly meetings. Works with hotel sales/catering personnel on meeting logistics such as room sets and media equipment details. 
    2. Distributes pre- and post-meeting information such as session schedules, agendas, meeting minutes, and membership, Board of Director and committee materials. Develops member name badges and registration handouts.
    3. Records and transcribes minutes for membership and Board of Directors meetings and other official meetings called by the Board or Executive Director. Transcribes minutes of the Association’s standing committees.
    4. Coordinates and disseminates Association awards mailings, including requests for nominations, award judging, and award tabulation.


    Office Management

    1. Maintains office equipment such as copier, computers, printer, facsimile machine, telephone system, and postage machine, in good working order. Orders postage meter refills, necessary supplies and service and maintenance calls.
    2. Monitors, orders, and stocks all office supplies and stationery.
    3.  Posts all outgoing Association mail.
    4. Liaison with building and parking management.


    Financial Accounting

    1. Processes the Association’s travel expense reports.
    2. Assists with the preparation of a budget for the operation of the Association.
    3. Prepares documents to be submitted to the Association’s accounting service, in support of annual tax return filing process.
    4. Serves as record keeper and manager of all incoming accounts payable/receivable.
    5. Coordinates payment authorizations/account designation and distributes for proper signatures prior to forwarding to fiscal agent.
    6. Calculates and disseminates annual fee assessments.
    7. Prepares banking deposits/withdrawals.
    8. Maintains accurate information in bank safe deposit box.
    9. Prepares individual district quarterly meeting expense billings.


    Secretarial Support

    1. Assists the Association staff with efficient and timely coordination of communications flow and public relations between district board members, State Office staff, college presidents, staff, public officials, media, and others. This may include disseminating information and/or investigating and resolving (problem solving) issues. Acts as the office’s liaison and screening point for visitors and telephone calls and scheduling of meetings for staff.
    2. Researches, compiles, composes, organizes and drafts written and oral communications.
    3. Transcribes, edits, and distributes staff communications.
    4. Reviews, sorts and prioritizes Association’s mail in a timely and efficient manner.
    5. Coordinates and arranges travel for Association staff.
    6. Coordinates and manages the workflow in the Association office.
    7. Coordinates and collects appropriate documents; establishes and maintains efficient filing systems for all of Association’s non-confidential and confidential materials/records.

    Supervision Received

    The Executive Director of the Association supervises this position. This position is non exempt under the Fair Labor Standards Act, and is responsible for the accurate

    recording of all hours worked, using the payroll system and in the manner specified by the Association’s fiscal agent. No hours in excess of 40 may be worked in any

    work week, without the explicit prior authorization of the Executive Director.


    Qualifications, Training and Experience

    1. An associate degree in administrative assistant area or equivalent combination of education and experience in high-level office positions is required.
    2. Three years of successful executive level support work experience is desirable.
    3. Extensive training and experience in the use of computers, common office software packages, including electronic database and web content management software, and advanced keyboarding skills, are required.
    4. Customer service techniques and process improvement skills and experience are required.
    5. Note-taking skill and experience is preferred.
    6. Willingness to pursue ongoing professional development activities.
    7. Must possess a valid Wisconsin Drivers License.

    Essential Aptitudes, Skills, Knowledge and Personal Characteristics

    1. Initiative. Ability to provide executive support with minimal supervision and ability to anticipate and identify needed action without direction and assume responsibility.
    2. Ability and discretion in maintaining confidential and sensitive information.
    3. Excellent organizational skills and ability.      
    4. Ability to work accurately with details and deadlines and prioritize work.
    5. Ability and skill to listen to and communicate with a variety of clients/contacts effectively and courteously.
    6. Considerable maturity and initiative in handling a wide variety of complex work and work situations, with heavy workload considerations.
    7. Ability to perform and conduct self in a professional manner and to maintain a positive attitude.
    8. Ability to handle difficult, sensitive, and at times, serious, customer service issues in a calm, confidential, efficient, and effective, professional manner.
    9. Advanced knowledge and command of word processing packages and electronic communication and database software. Knowledge of continuous process improvement and measurement.
    10. Problem-solving knowledge, skill and ability.
    11. Advanced knowledge of office procedures and practices and telephone techniques.
    12. Command of English, spelling, grammar, and usage, and the proper formatting and construction of written communications; organized and accurate record keeping.
    13. Motivated to contribute to the success of the Association and the Wisconsin Technical College System.

    This description is intended to indicate the position’s basic tasks and the level of ability it requires. It is not intended to limit or in any way modify the right of the Executive Director to assign, direct and control the work of the Executive Assistant. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

    Benefits (eligibility requirements may apply)

    403B and 457 Retirement Plans, Bereavement Leave, Dental Insurance, Emergency Leave, Employee Assistance Program, Flexible Spending Account, Group Legal Benefits, Health Insurance or if applicable Cash Option Plan, Health Savings Account, Long Term Disability Insurance, Paid Holidays, Paid Vacation, Pet Health Insurance, Short Term Disability Insurance, Sick Leave, Spousal and Child Life Insurance, Supplemental Employee Life Insurance, Term Life & AD&D Insurance, Tuition Reimbursement, Vision Insurance, Wellness Program, Wisconsin Retirement System Pension Benefit (plan eligibility requirements apply)

    Special Instructions to Applicants

    This is a Wisconsin Technical College System position located in Madison, WI.  For questions please contact Layla Merrifield at lmerrifield@districtboards.org or (608)266-9430.


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