Administrative Associate

Join Dunn County as an Administrative Associate and be the welcoming face and essential support for our Administration team!

This position ensures the smooth operation of daily office activities by providing professional administrative services. This role serves as the primary point of contact at the front desk, greeting visitors, managing communications, and assisting internal and external stakeholders with professionalism and accuracy.

In addition to front desk responsibilities, the Administrative Associate supports departmental functions including administrative, clerical, and financial tasks for the Administration Office. This includes providing assistance to the Finance Division, supporting the County Manager’s office, and assisting Human Resources as assigned. The position requires strong attention to detail, the ability to multitask across priorities, and a high degree of professionalism in handling documentation, communications, and financial transactions.

Interview Dates:

• December 8, 2029, from 1:00–3:30 p.m.
• December 11, 2029, from 10:00 a.m.–12:00 p.m. and 1:30–3:30 p.m.
• December 12, 2029, from 2:30–3:30 p.m.

Primary Responsibilities

The following duties are primarily performed and are essential for this position.  Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position.  Other duties may be required and assigned.

• Serve as first point of contact for visitors, callers and internal staff.
• Manage incoming phone calls, emails, and correspondence, routing appropriately. 
• Support the Finance Division and Departments with payment of invoices, billing and coding.
• Submit deposits from incoming mail payments in financial system(s).
• Prepares and submits purchase orders for department supplies.
• Inputs and verifies information for departmental records or financial transactions. 
• Maintain electronic records by accurately entering and updating data in internal systems.
• Supports in the preparation of agendas and materials for County Board, Executive Committee, and Committee on Administration Meetings.
• Provide clerical support, including filing, scanning, copying, and document preparation. 
• Schedule and coordinate meetings, appointments, and departmental events. 
• Provides confidential administrative support and assistance to the County Manager's Office, as assigned.
• Performs other duties of a comparable level/type, as assigned.
• Adheres to HIPAA privacy regulations.

Minimum Qualifications

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS
In evaluating candidates for this position, Dunn County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

• High School Diploma or Equivalent (GED) + 2 years of administrative support or office experience

• Associate's degree in business administration or support, accounting, or a related field.

• Valid driver’s license or the ability to travel between work locations.
• Prior to hire, a background check including criminal record history will be conducted.  Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

• Knowledge of general office procedures and practices.
• Knowledge of computer operation and use.
• Knowledge with general office productivity software (i.e. Microsoft Office Suite, Google Suite, relational database programs, etc.) and general office equipment.
• Knowledge of governmental accounting procedures and operations. 
• Knowledge of billing, collection, reimbursement and reconciling practices, requirements and rules. 
• Skill in maintaining, updating and performing routine accounting and bookkeeping activities within the department.
• Skill in using, maintaining, enhancing and implementing financial software applications, databases and spreadsheets.
• Skill in implementing, monitoring and maintaining accounting records, accounts payable, accounts receivables and general ledgers.
• Ability to perform administrative and customer service duties in an office environment, including serving as the primary point of contact at the front desk.
• Ability to apply department and/or county specific procedures, policies, and operational routines pertaining to assigned areas of responsibility.
• Ability to prioritize and organize job assignments.
• Ability to follow billing procedures and processes of the department.
• Ability to establish and maintain effective and professional working relationships.
• Ability to follow Dunn County policies and procedures.
• Ability to manage time effectively, manage multiple projects, and complete work within established deadlines.
• Ability to work on-site Monday through Friday during standard office hours of 8:00 a.m. to 4:30 p.m.

• Ability to communicate effectively with other members of the staff, supervisor, and customers. 
• Ability to communicate clearly and concisely in both written and verbal form. 
• English skills (oral, written and comprehension) sufficient to effectively communicate with all internal and external customers.

• Ability to understand and effectively carry out verbal and written instructions.
• Must have ability to work accurately with attention to detail.
• Ability to prepare and maintain accurate and concise records and reports.

• Ability to make arithmetic computations using whole numbers, fractions and decimals.
• Ability to compute rates, ratios and percentages.
• Ability to understand and apply governmental accounting practices in maintenance of financial records.

Physical and Work Environment

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.  
 
PHYSICAL REQUIREMENTS

• Physical effort will typically require infrequent exertion of objects weighing up to 10 pounds.
• Continuous speaking, hearing and using hands dexterously, sitting, standing, walking and reaching with hands and arms.
• Work has standard vision requirements.
• The physical and environmental hazards and risks associated with the job can be characterized as minimal.

• Work is performed on-site in an office setting, requiring in-person presence to support front desk and departmental operations.
• Work is generally in a moderately noisy location (e.g. business office, moderate traffic).