Senior Administrative Specialist- Health Department

Job Posting End Date:

08-08-2026

Worker Sub-Type:

Regular

Scheduled Weekly Hours:

40

POSITION SUMMARY

This full-time position provides leadership and oversight to the administrative operations team and higher-level, complex administrative support to the Health Department. Work hours are primarily Monday through Friday from 8:00 AM to 4:30 PM. The ideal candidate will possess skills in leadership, excellent oral and written communication, and project coordination, and is excited to learn and apply knowledge and skills for the betterment of the department's administrative systems and workflow. We are looking for candidates who are effective at working independently and within teams. This position reports to the Health Officer.

EXAMPLES OF WORK PERFORMED

• Coordinates administrative functions across the department; ensures equitable distribution of workloads and communicates with leadership to ensure high quality administrative functions of the department.
• Supports coordination and organization of department‑wide operational activities, including cross‑departmental planning efforts such as the quality improvement plan, workforce development plan, performance management processes, and other related initiatives.
• Monitors compliance with grant requirements and conducts grant reporting activities according to contract requirements.
• Provides administrative support across the department, including planning and coordinating projects, and assisting in developing administrative procedures, compiling, or developing reports, resources, and documents.
• Identifies opportunities for efficiencies and leads the implementation of administrative quality improvement initiatives. This includes establishing checkpoints and follow-up procedures to ensure project goals are met within the required timeframe.
• Supports human resources duties for the department, such as scheduling interview appointments, and providing orientation on administrative tasks to new employees.
• Maintains awareness of and cross-trains with other admin staff to be able to support, if necessary, purchasing and receiving for the department, which involves processing requests, tracking purchases, researching, and resolving discrepancies, receiving and dispersing ordered items, ensuring supplies are stocked at appropriate levels, and disposing of obsolete items according to policy.
• Maintains awareness of grants and deliverables and supports leadership and finance staff with grant reporting. Must work closely with the Health Officer and other team members supporting efficient, strategic financial management.
• Coordinates department and community collaborative meetings and events. This includes maintaining community partner member lists, taking minutes, sending notices, coordinating meetings, and preparing reports.
• Runs Marathon County Board of Health and other community meetings the Health Department leads, including preparing meeting packets and composes minutes. Additionally, provides other administrative support for meetings as assigned.
• Coordinates imaging and storage of the department’s computer files to meet record retention requirements.
• Prepares professional, concise documents and reports and coordinates their distribution.
• Supports scheduling for the front desk and ensures coverage due to unexpected absences. May also carry out reception and other administrative support duties within the department as needed.
• Manages the department’s policy and procedure database, including tracking policies that need review, processing policies and procedures, maintaining copies of old/retired policies and medical orders, and ensuring quality control over the policies database.
• Maintains regular and predictable attendance and is willing to work extra hours as required.
• Performs related work as required.

NORMAL DUTIES

• Leading the Administrative Operations team for the Health Department.
• Managing the administrative and fiscal support team members by prioritizing and assigning work; creating professional development opportunities; coaching; ensuring that employees follow policies and procedures; and supporting performance evaluations
• Overseeing internal operations by analyzing, planning, coordinating, directing, and improving processes, policies, procedures, functions, systems, or standards; works across program areas to ensure integrated and coordinated internal systems. Uses project management principles and quality improvement tools to guide projects.
• Preparing, organizing, coordinating, and managing grant reporting requirements for the Health Department.
• Overseeing IT projects for the department including the development of forms, the departments' website and social media platforms.
• Acting as liaison to City-County Information Technology Commission, Finance Department, Employee Resources, Facilities Office, and Treasurer's Office.
• Developing, implementing, managing, and/or coordinating steps of complex projects.
• Supporting department leadership in executing plans, projects, or initiatives.
• Leading, co-leading, and/or assisting work groups to improve systems and processes.
• Managing multiple projects, prioritizing, and incorporating new assignments within existing work schedules.
• Identifying areas for quality improvement and efficiency in administrative practices and procedures and leading quality improvement projects with minimum assistance.
• Fielding and handling administrative questions and problems.
• Developing operating procedures and assisting other staff in implementing these procedures.
• Preparing minutes, reports, documents, and resources free of grammatical or punctuation errors; clear and concise in written communication.
• Communicating orally in a clear, concise, and professional manner.
• Using various computer software programs and multiple databases; troubleshooting basic computer hardware problems; managing multiple databases.
• Processing information received from a wide variety of sources and disseminating it to a wide variety of users.
• Compiling, analyzing, recording, and assembling data and information in a meaningful and effective manner.
• Demonstrating a high degree of appropriate discretion and decorum in board and community meetings.
• Demonstrating trustworthiness in handling confidential personnel and financial matters.
• Applying new knowledge and skills to day-to-day administrative practices.
• Representing the Health Department’s core values and mission services; establishing and maintaining effective working relationships with other employees, community agencies, and the public.

COMPENSATION

Starting hourly rate: $22.55 and Marathon County benefits: https://www.marathoncounty.gov/about-us/careers/employee-benefits

QUALIFICATIONS

Administrative professional, business management, public health, planning, or public administration associate degree or higher or degree in a related field, and 3 years administration and/or project management experience; OR equivalent combination of related education and experience.

Proficient in Microsoft Word, Excel, and Outlook. Experience in Microsoft Access, and website maintenance preferred. Also required is a driver’s license and a driving record that meets County standards or the ability to obtain reliable transportation.

PUBLIC HEALTH COMPETENCIES REQUIRED

• Data Analytics and Assessment Skills
  • Accesses existing quantitative and qualitative data
  • Collects quantitative and qualitative data
  • Uses quantitative and qualitative data
• Policy Development and Program Planning Skills
  • Implements policies, programs, and services
  • Evaluate policies, programs, services, and organizational performance
  • Improves policies, programs, services, and organizational performance
• Communication Skills
  • Communicates with internal and external audiences
  • Facilitates communication among individuals, groups, and organizations
• Strengths in Advancing Fair and Ethical Health Practice
  • Applies principles of ethics and fairness in working with individuals and communities
  • Engages in ongoing self-reflection to understand and address personal biases
  • Recognizes the wide range of backgrounds, experiences, and needs among people and populations
• Management and Finance Skills
  • Engages in professional development
  • Manages financial resources
  • Manages programs and services
  • Applies critical thinking in decision making
  • Engages individuals and teams to achieve program and organizational goals
  • Facilitates collaboration among individuals, groups, and organizations
• Leadership and Systems Thinking Skills
  • Creates opportunities to achieve cross-sector alignment
  • Creates opportunities for creativity and innovation
  • Responds to emerging needs
  • Manages organizational change

PHYSICAL REQUIREMENTS

Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment such as multi-line phone, computer, laptop, scanner, printer, calculator, copy machine, fax, and other office machines; audio-visual equipment; environmental health monitoring equipment; or related materials used in performing essential functions. Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and pulling of objects weighing five to ten pounds. Tasks may involve extended periods at a workstation or keyboard.

All physical requirements are described with the intent to comply with the Americans with Disabilities Act (ADA). Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of their job.

SELECTION PROCEDURE

The selection of the successful candidate may be made by assessment of education and work experience, oral interview, review of references, and/or other job-related selection procedures. Depending on position requirements, the selected candidate may be required to satisfactorily complete post-offer assessments, including but not limited to education verification, background checks, driver license verification, physical examination, psychological assessment, and drug screening paid for by the County.

EQUAL OPPORTUNITY EMPLOYER

Marathon County is an Equal Opportunity Employer committed to diversity. All qualified applicants will receive consideration for employment and will not be discriminated against based on age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetic information or protected veteran status.

Special Accommodations:

Marathon County will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Employee Resources Department office or phone (715) 261-1451 to request special accommodations prior to the application deadline.

Notice to Applicants:

Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant’s application, records, recommendations, and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the County not provide access to this information.  If you choose not to have this information become a public record, you must make such a request in writing to the Employee Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law