Administrative Specialist
Waukesha, WI 
Posted 1 day ago
Job Description


Circuit Court Services is looking to hire an Administrative Specialist:

Administrative Specialist - Customer Service: This position is located in the Circuit Court Services Civil and Family Divisions. The individual will be responsible for direct customer service, case initiation, reviewing of forms for completeness, scheduling matters for Court and Family Legal Clinic, drafting of correspondence, processing eFiled documents, and a variety of other administrative duties.

Administrative Specialist - Case Manager: This position is located in the Circuit Court Services Criminal Traffic Division. Case Manager will be responsible for case initiation, cash handling, serving as an extension of the courtroom by preparing various Court orders/Calendaring, and responsible for explaining conditions of bond to defendants and witnessing their signature

Example of Duties


Performs skilled administrative support work providing a variety of intermediate administrative, program or technical operations, prepares and maintains a variety of detailed records, reports and files, assists staff with programs and projects, provides information, solves problems, responds to inquiries and performs related work as required.


Performs skilled office support functions with a higher level of skill and independence required, maintains records, collects and disseminates data and information, responds to customer/client concerns and questions and performs basic cash management functions. Position handles a variety of assignments and problems independently. Requires intermediate office technology, math, and communication skills. Work is performed under limited supervision.


To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required and are not necessarily actual functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions

  1. Performs all functions of Administrative Assistant.
  2. Performs basic cash handling tasks and transactions and maintains account records which may include expenditures, collections, or budget information.
  3. Prepares, researches, analyzes, and organizes information to produce a variety of documents, reports, informational materials, statistics, or other materials for the department.
  4. Creates, updates and maintains a variety of spreadsheets, databases, and applications; prepares reports, tables, and charts.
  5. Evaluates, establishes, and maintains complex files and filing systems pertaining to the area of responsibility.
  6. Identifies, responds to and resolves inquiries and issues utilizing knowledge of the department programs and operations
  7. Provides information and assistance to customers, clients, or staff regarding department programs and/or requirements, operations, policies and procedures.
  8. Organizes and schedules meetings or events including meeting room set-up, technology, communication etc.
  9. Identifies and resolves basic problems and refers more complex questions or concerns to appropriate staff.
  10. Performs other duties as apparent or assigned.

Knowledge, Skills, and Abilities

  1. Considerable knowledge of standard office practices, procedures and techniques.
  2. Considerable knowledge of business English, spelling, grammar, and punctuation.
  3. Considerable knowledge of and proficiency in MS Office products or comparable office programs, word processing, spreadsheet and some database knowledge.
  4. Considerable knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders and department/division specific equipment.
  5. Considerable knowledge of department requirements, policies, procedures, rules, laws, etc.
  6. Working knowledge of department specific programs.
  7. Working knowledge of unique or specialized terminology specific to department/division operations.
  8. Some knowledge of basic bookkeeping or accounting.
  9. Ability to analyze, research and interpret complex documents, information, policies, and procedures.
  10. Ability to prepare and comprehend complex documents, correspondence, information, and reports.
  11. Ability to analyze and resolve problems.
  12. Ability to access and navigate the Internet, County or department-specific applications or programs.
  13. Ability to follow and understand advanced oral and written instructions.
  14. Ability to work independently.
  15. Ability to make routine decisions using standardized practices.

Minimum Qualifications

You must meet these minimum Education and Experience requirements:

  1. High School Diploma or GED.
  2. Two years post high school work experience providing administrative support.
  3. One year of recognized post high school training in business, administrative professional, or closely related field may substitute for one year of the work experience requirement.

Supplemental Information

Starting pay will be at least $16.85/hr.

Waukesha County's pay plans, group insurance programs, and other benefit policies comprise a package that is highly competitive and satisfies the needs of its employees. This is intended to give only a brief summary of the employee benefit package; it should not be considered a complete or definitive source of information. Additional information will be provided prior to the time of hire. Benefits for part-time position are pro-rated.

5 days of vacation immediately upon hire

Vacation earning schedule

Years of Service Earning Rate Per Month Max Accumulation
1st through 6th 8-hours 80-hours (2-weeks)
7th through 13th 12-hours 120-hours (3-weeks)
14th through 22nd 16-hours 160-hours (4-weeks)
23rd and over 20-hours 200-hours (5-weeks)

Regular full-time employees receive nine holidays with pay during the year.

New Year's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
The Day after Thanksgiving
Christmas Eve Day
Christmas Day
New Year's Eve Day

Regular part-time employees earn one-half () holiday benefits.

Some employees are required to work on holidays. In these cases, extra compensation or an alternative day off may be authorized

Floating Holidays
2 paid floating holidays earned on February 1 and June 1

Sick Leave
8 hours earned per month, up to a maximum of 960 hours

Funeral Leave
Up to 24 hours of leave with pay to attend the funeral of an immediate family member

Health Insurance
County pays 85% of premium and employee contributes 15% of the premium

Health Savings Account
Pre-tax savings account that can be used for qualifying medical expenses (e.g. office visit fees, co-pays, prescriptions, vision and dental). County contributes to health savings account based on HRA completion up to $2,250 for family plan and $1,125 for single plan

Onsite Health and Wellness Clinic
Available to individuals who are enrolled in the County's health insurance plan including employees, spouses, and children ages 2+. Preventive care services are free. All dispensed prescriptions are $2. Dispensed available ACA preventative medications are $0 cost. Non-preventative care visits are $30. Physical therapy is $25 per visit. Clinic staffed with MD and Physician Assistant, Physical Therapists, and Health Coaches

Dental Insurance
Choice of two dental plans. Coverage begins on the first day of the month following 6-months of employment

Vision Insurance
Coverage begins on the first day of the month following 60-days of employment

Employee Wellness Activities, Program and Fitness Center
24/7 access to a wealth of health tools and information on the wellness portal. On-going education programs, fitness challenges and classes. On-site fitness center

Retirement Pension
As a full-time employee, you will automatically be enrolled in the Wisconsin Retirement System. This pension is administered by the State of Wisconsin Department of Employee Trust Funds. You are required to pay the employee's share of contributions to the fund, while Waukesha County contributes the employer's share. Employees are vested in their portion of contributions immediately and after five years of creditable service for the employer contribution. To view employee/employer contribution rates, visit Wisconsin Department of Employee Trust Funds' website and type in WRS Contribution Rates in the search box.

Part time employees are enrolled and required to pay the employee's share of contributions after working 1,200 hours of work in any 12-month period.

457 Deferred Compensation
Optional program used to supplement retirement income. Pre-tax and Roth options available

Roth IRA
Optional post-tax program used to supplement retirement income

Life Insurance
Automatic coverage in life insurance at no cost to employee. Additional coverage for spouse and dependents available at the employee's expense

Dependent Care Reimbursement
Optional pre-tax account used for child and elder/care expenses

Retirement Health Savings Plan
Automatic enrollment in a retirement health savings plan. County makes contributions on behalf of employee

Long-term Disability Insurance
Automatic coverage in long-term disability. County pays 100% of monthly premiums

Employee Assistance Program
Voluntary program that offers free and confidential assessments, short-term counseling, referrals, and follow-up services to employees and their family members who have personal and/or work-related problems. Unlimited access to a highly informative website with articles and tools to support you in a wide variety of your work/life needs

Tuition Reimbursement
Financial assistance for attending job-related classes

Employee Discount Programs

  • Dell products
  • Cell service through US Cellular, AT&T Wireless, Sprint Wireless, Verizon
  • Special licensing for a copy of Microsoft Office for home use


Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Salary and Benefits
$16.85 Hourly
Required Education
High School or Equivalent
Required Experience
2+ years
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