Introduction

Are you looking to utilize your extensive organizational and clerical experience, friendly customer service skills, and excellent time management abilities in a manner that serves the citizens of the State of Wisconsin?

Don't miss out on the opportunity to join our team as an administrative professional at the Department of Financial Institutions!

Apply your expertise in efficient communication and administrative talents by assisting our small yet collaborative team who handle licensing and examining financial services industries by becoming the Program Assistant Advanced (Confidential) within the Licensed Financial Services Bureau of the Division of Banking!

This full-time permanent position is headquartered at the Hill Farms State Office Building on the near west side of Madison. We are also conveniently located close to the restaurants, shopping, and entertainment of the Hilldale Mall . Following the initial training period, t his position may be eligible to work a hybrid schedule with up to a few days per week working remotely.

The Department of Financial Institutions (DFI) ensures the safety and soundness of Wisconsin's financial institutions, protects consumers of financial services and facilitates economic growth. The agency regulates and licenses financial service providers who do business in Wisconsin. Find out more about DFI here !

DFI is a great place to work! In addition to meaningful and rewarding work, we offer a competitive benefits package featuring:

• Substantial leave time including at least 3.5 weeks of paid leave time to start, 9 paid holidays, and 130 hours of sick time that roll over each year.
• Excellent and affordable health, vision, and dental benefits ( health plan options start at just $39/month for single plans and $97/month for family plans after two months of employment)
• A casual office atmosphere, flexible work schedules, and telework options depending on the position's requirements
• An exceptional pension plan with employer match and lifetime retirement payment, plus an optional tax advantaged 457 retirement savings plan
• 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
• Use this Total Rewards Calculator to see the total value of our competitive benefits package!

In addition to our generous employee benefits, we strive for inclusivity and celebrate different religious holidays and cultural observances and provide flexibility for utilizing paid time off for such celebrations.

Position Summary

In this position, you will be responsible for performing and coordinating a wide variety of confidential administrative programmatic support for the staff within the Bureau of Licensed Financial Services (LFS) in the Division of Banking.

Duties include:

• managing phone and email activity from the division's general phone and email inboxes
• working with the Department of Transportation to process license applications
• amendments and renewals for vehicle dealers
• ensuring proper documents are stored according to the agency's records retention schedules
• processing invoices and refunds for customers
• data collection, tracking, and reporting
• general administrative support for bureau staff who service a variety of licensed financial industries, especially during renewal and registration periods
• coordinating mail for the bureau

Salary Information

This position is in schedule-range (81-05) with an hourly salary of $22.50 - $26.50, plus excellent benefits . A twelve-month probationary period is required. Pay for current state employees will be set in accordance with the Wisconsin State Compensation Plan.

Job Details

Prior to any appointments for position(s) filled from this announcement, candidates may be subject to a comprehensive criminal background check.

This state agency does not sponsor work visas. Any appointment made will be contingent on the applicant being able to prove valid status to work in the United States.

Certain positions within this Department may allow hybrid/work from home flexibility for a portion of their work schedule, depending on the needs of the position and the work unit. This topic and any hybrid work flexibility that may be available will be discussed in more detail in the interview process. It is not anticipated that working outside of Wisconsin (or bordering cities) will be allowed as this position will be responsible for working 2-3 days per week in the Madison, WI office following the initial in office training period.

Qualifications

Qualified applicants must detail having experience performing all the following in order to be considered:

• Providing administrative support assistance in a professional business setting (such as maintaining files, composing correspondence, responding to inquiries, screening calls, logging information, etc.)
• Providing customer service to internal staff and/or the public (such as answering questions, resolving issues, explaining policies or procedures, etc.)
• Using Microsoft Excel or similar database program (to maintain accurate records, enter, track, extract and/or analyze data, develop reports, identify trends, establish metrics, etc.)

In addition to having all of the above, well qualified applicants will also detail having experience performing one or more of the following:

• Handling sensitive/confidential information with discretion
• Working in a financial services industry
• Conducting research, analysis and/or making recommendations to management (i.e., reviewing and recommending policy and procedure changes; independently reviewing materials and assigning importance, process improvements/efficiencies, etc.)

How To Apply

Apply online! To apply, click "Apply for Job" to start the application process. Then, you will access your existing account or to create a new account if you don't have an account. Once you are logged in, click "Apply for Job." Follow the steps outlined in the application process and submit your application.

Your application materials are very important parts of your application and are used during our evaluation process to determine your qualifications as they relate to the job. For instructions on how to develop and what should be included in these materials, click here . For more information on the basics of the selection process and how the State of WI ensures fair and equitable treatment of all applicants, click here . The vast majority of applicants are able to outline their background and experience in their resume in 1-3 pages. Any resumes submitted with more than 10 pages will not be considered after page 10. If this job posting requires a letter of qualifications, the same limit applies.

Permanent classified state employees who are eligible for consideration (transfer or voluntary demotion) should complete the application process as described above by the stated deadline.

Submitted materials will be evaluated by a panel of job experts and the most qualified applicants will be invited to participate in the next step of the selection process. Questions related to the job and how to apply can be directed to Vicki Kaul at vicki.kaul@dot.wi.gov or 608-261-6302. For general wisc.jobs user information and technical assistance, please see the wisc.jobs Frequently Asked Questions page.

Deadline to Apply

All application materials must be received by 11:59 p.m. CST on Monday, May 20th, 2024.