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Administrative Specialist

3 months ago

Sheboygan, Wisconsin, United States Sheboygan County Full time

Why Sheboygan County?
It is our imperative to remain an inclusive workplace. Sheboygan County is committed to attracting, supporting, and retaining a culturally diverse workforce that represents our community.

Sheboygan County Health and Human Services also strives to be a trauma informed organization which fully realizes the prevalence of trauma, recognizes the effects of trauma, and responds with trauma informed policies and practices, and we are looking for staff who will help us champion this journey.

Becoming a member of our growing team also means that YOU become our top priority.

You will not only enjoy a dynamic work environment but a variety of perks including but not limited to the following:

  • Generous benefits package and access to our free InHealth Clinic
  • Time off: 15 vacation days, sick time and 10 paid holidays
  • Other perks: Referral program, Wisconsin Retirement System, education discount, and much more

What to Expect:

Performs varied typing and clerical tasks; does related work as required.

Performs all of the functions of an Administrative Assistant, but has the ability to work independently, with greater decision-making authority, and requires mínimal supervision.

The Administrative Specialist may be assigned tasks that necessitate making sound, independent judgments.

Essential Duties

  • Manage all aspects of Record Room responsibilities including but not limited to checking client charts in and out to staff, assuring client records are purged in accordance with destruction schedules, timely filing of client documentation into charts, reviewing record release requests to be sure State and Federal privacy requirements are met and then fulfilling those requests.
  • Receive, sort, and distribute incoming and outgoing mail and other material, including interoffice correspondence.
  • Data entry into a variety of software programs.
  • Operate office equipment including, but not limited to, photocopier, scanner, fax, and printer. Complete photocopy/printing project requests.
  • Has knowledge of requirements for compliance with the Wisconsin Open Meeting Law and the ability to provide support for the Health and Human Services Liaison Committee and other advisory or governing committees.
  • Act as recording secretary for various department committees and workgroups: creates agendas, attends committee meetings, takes minutes, distributes literature to committee members.
  • Provide reception services, including greeting clients and the general public, answering and directing phone calls coming to the agency, scheduling/rescheduling appointments, assisting clients with questions/requests. Requires comprehensive knowledge of both agency and community services.
  • Transcribes dictation for clinical staff and case managers, including psychiatric notes, therapy notes, phone calls, assessments, court reports, etc. A high level of accuracy and familiarity with medical/mental health vocabulary is required due to the nature of the dictation.
  • Is fully crosstrained to provide backup coverage in all areas where needed/scheduled, requiring knowledge of job duties and responsibilities in all coverage areas. Serves as a resource to Administrative Clerk and Administrative Assistant.
  • Provides administrative support to Assistant Corporation Counsel for Chapter 54/55 actions, including, but not limited to, preparation/filing of legal documents, assuring statutory timelines are met, and coordinating court dates and witness testimony.
  • Completes/assists with project work and short term assistance/coverage requests from programs throughout the agency including, but not limited to: packet assembly, laminating/copying/printing, software/data entry projects, assistance with trainings/meetings/seminars, purchasing, special event needs, mass mailings.
  • Trains new administrative support staff in office procedures.
  • Provides backup and support for Business Analyst/Supervisor.
  • Provides support for upper Management including confidential typing requests.
  • Other duties as assigned.

Qualifications

  • High school graduate or equivalent.
  • Knowledge of administrative/clerical procedures and business principles, including:
  • Proficiency in spelling, punctuation, grammar and other English language skills
  • Proven experience of producing professional correspondence and documents
  • Ability to type with reasonable accuracy
  • Professional verbal and written communication skills
  • Planning and organizing skills
  • Time management and prioritization skills
  • Proven experience in information and communication management.
  • Ability to follow oral and written instructions.
  • Attention to detail.
  • Ability to practice discretion with confidential information.
  • Interpersonal skills ability and willingness to work with the public and staff and assist a wide variety of individuals, including some that are challenging or in crisis; must exercise tact and courtesy at all times.
  • Customerservice orientation.
  • Ability