Executive Administrative Assistant

The Department of Health Services (DHS), Southern Wisconsin Center (SWC) is recruiting for an Executive Administrative Assistant.

Work hours are 7:45 a.m. - 4:30p.m., Monday through Friday.

As an employee of the State of Wisconsin, you'll have access to an amazing benefits package, including:

• 3.5 weeks of vacation, 9 paid holidays and ample sick time; limitations may apply for leave time usage in the first six months.
• Top rated health plan options starting at $45/month for single plans and $111/month for family plans, after 2 months of state service.
• Exceptional pension plan with a 7.2% employer match in 2026 with lifetime retirement payment. Plus, a tax advantaged supplemental retirement savings plan which allows you to save money directly from your paycheck for retirement. Use this Total Rewards Calculator to see the total value of our competitive benefits package!
• Several flex spending accounts: medical, dependent care, commuter, parking and High-Deductible Health Savings.
• Well Wisconsin Wellness Program.
• A free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall well-being.
• Public Service Loan Forgiveness Program employer.

SWC is a state-operated Intermediate Care Facility for Individuals with Intellectual Disabilities. SWC provides a wide variety of programs and services designed to assist and prepare individuals to live successfully in the setting that best meets their needs. Located in southern Wisconsin in Union Grove, SWC brings together a rich history and state-of-the-art treatment approaches for the new millennium.

SWC is part of the Division of Care and Treatment Services (DCTS). DCTS is committed to helping all state residents live their best lives through an interconnected web of behavioral health services. Watch this video to learn more about the work of DCTS.

Our workers love what they do. But don’t take our word for it. Hear from our employees!

The Executive Administrative Assistant is responsible for providing complex confidential administrative support to SWC Leadership. This position has access to and involvement in confidential information regarding facility licensures, strategic planning, resource allocation, caregiver incidents, and personnel matters such as investigations, discipline, litigation, etc. In addition, this position has extensive contact with SWC management staff, other agency Directors, as well as contact with public officials and other external partners. This position requires tactful monitoring of workflow and detailed knowledge of roles and responsibilities within SWC, throughout the Division and other public and private agencies.

Responsibilities include:

• Preparing and/or processing correspondence and other communication materials for the Directors with internal, external and DHS/DCTS partners.
• Developing and recommending procedures to achieve office efficiencies.
• Supporting the development of administrative policies, and maintaining Directors’ records.
• Facilitating communication related to SWC initiatives focused on improving awareness of and compliance with policies and procedures.
• Improving employee engagement.
• Supporting a workplace culture grounded in ongoing quality improvement to ensure SWC achieves its mission and values.

The starting pay is between $25.50 and $27.85 per hour (approximately between $53,000 and $57,900 per year) or up to the appointment maximum at the time of the appointment, depending on qualifications, plus excellent benefits. A 12-month probationary period is required.

Pay for current or former state employees will be set based on the rules that apply to compensation for the applicable transaction. This position is classified as a Program Assistant Advanced Confidential and is in pay schedule and range 81/05.

All applicants who may be appointed to this position will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.

All appointees will be required to receive a TB test, which will be administered by SWC, or medical personnel approved by the facility prior to their start date.

DHS does not sponsor work visas for this position, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire. DHS is not an E-Verify employer nor a STEM-OPT eligible employer.

Minimally qualified applicants will have all of the following:

• Experience using Microsoft Office (e.g., Word, Excel, PowerPoint, Forms, One Drive, Outlook, etc) to provide administrative support (e.g., preparing reports or correspondence, maintaining files, coordinating or scheduling meetings, etc.)
• Experience communicating with internal and external customers (e.g., responding to inquiries, explaining policies or procedures, resolving issues, collecting information etc.) by phone, email, or in person.
• Experience working confidential information and maintaining confidentiality of sensitive information.

Well-qualified applicants will also have one or more of the following:

• Experience facilitating committee or project meetings.
• Experience leading communication initiatives (e.g., coordinating information, drafting or editing messages, determining delivery methods, distributing information, etc.).
• Training or experience related to licensing requirements for Intermediate Care Facilities for Individuals with Intellectual and Developmental Disabilities (ICF/IID) or other State and Federal licensed/certified Health Care facilities.
• Experience participating in development, maintenance, or revision of policies or procedures.

Your letter of qualifications and resume are limited to 2 pages each. For a guide on developing your resume and letter of qualifications and what should be included in these materials, click here.

Applying is easy! Click “Apply for Job” to start your application process. Sign into your account or click “New User” to create an account before applying for the job. Follow the steps outlined in the application process to submit your application.

Helpful Information:

• Once your application is submitted, no changes are allowed. Click “Save” to allow changes to your application as needed before submitting by the deadline.
• You may want to save a copy of the job posting for referencing after the deadline.
• Submitted materials will be evaluated by a panel of job experts according to the qualifications above.
• Please monitor your email for communications related to this position.
• Current or former permanent, classified, state employees must complete the online application process to be considered.
• If viewing through an external site, please apply directly at Wisc.Jobs.
• For technical assistance and general information, please see Frequently Asked Questions. For questions about the position, to request a copy of the full position description, or for other employment inquiries, please contact DHSSWCHumanResources@dhs.wisconsin.gov.

DHS is an Equal Opportunity and Affirmative Action employer. Veterans are encouraged to apply. For complete information on veterans’ hiring programs with the WI Department of Veteran’s affairs, click here..

The deadline to apply is May 15th by 11:59 pm. Applicants are strongly encouraged to allow ample time to finalize their applications keeping in mind that technical assistance is only available Monday through Friday 7:45 am – 4:30 pm. Late or incomplete applications will not be accepted.