Administrative Specialist
2 months ago
**Description**:
**FUNCTION OF THE JOB**:
Under general supervision, performs skilled administrative and/or program support work in the Health and Human Services Department, Public Health Division, programs, or other work unit within County government.
**SPECIFIC DUTIES OF THE POSITION**:
The specific duties of this position include:
- Maintain quality customer service in a busy clinic environment.
- Respond to incoming calls, managing a multi-line phone system.
- Prescreen clients for program eligibility.
- Establish clients within the WIC database that are new to the program.
- Schedule clients for the correct appointment type based upon program regulations.
- Verify accurate documentation is received and conduct data entry for clients enrolling into the WIC program.
- Review paper files for accuracy of forms.
- Review electronic records for accuracy of data entry.
- File and pull charts to meet clinic needs.
- Assure accuracy of WIC benefits issues to families enrolled.
- Communicate tactfully with clients to ensure understanding of program benefits received, program procedures and protocols.
- Respond to incoming electronic communications.
- Maintain effective, professional, and respectful working relationships internally and with the public.
- Follows and adheres to County policies, procedures, and federal, state, and local regulations.
- Hours for this position are from 8:00 AM to 4:30 PM, Monday, Wednesday, Thursday, and Friday. Tuesday’s hours are 10:15 a.m. to 6:45 p.m..
- Performs other duties as apparent or assigned.
**Waukesha County offers** a comprehensive compensation and benefits package including excellent health/dental/vision, life insurance, generous paid time off (vacation, 10 holidays, 3 floating holidays, ample accrued sick time that rolls over each year), an exceptional pension plan with employer match and lifetime retirement payment plus an optional tax advantaged 457 retirement savings plan. Employee well-being is promoted through a balanced work-life culture and through an exceptional employee wellness program that offers a variety of programs and tools to help promote an employee's wellness and health, including an on-site health & wellness clinic.
**Selected qualified applicants will **be required to complete skills testing which includes keyboarding, basic Microsoft Word, and basic Microsoft Excel.
**Example of Duties**:
Under general supervision, performs skilled administrative and/or program support work in a department, division, program, or other work unit within County government. Typical duties include: prepares and maintains a variety of detailed records, reports and files, collects and disseminates data and information, responds to customer/client concerns and questions, performs basic cash management functions, assists staff with programs and projects, provides information, solves problems, responds to inquiries and performs related work as required.
DISTINGUISHING FEATURES OF THE CLASS
At this level, work is performed independently. Assignments are varied, involving different and/or unrelated processes and methods that require evaluation of alternate courses of action. Latitude to select the most appropriate methods and tools to get the work done are made within established administrative guidelines, regulations, or instructions. The incumbent normally receives little instruction on day-to-day work and receives general instructions on new assignments. The incumbent seldom refers matters to supervisor except for clarification of policy or resolution of unusual matters.
The following list of duties and responsibilities are commonly performed by a position at this level, but are not necessarily required of all positions.
- Performs all functions of Administrative Assistant.
- Performs basic cash handling tasks and transactions and maintains account records which may include expenditures, collections, or budget information.
- Prepares, researches, analyzes, and organizes information to produce a variety of documents, reports, informational materials, statistics, or other materials for the department.
- Evaluates, establishes, and maintains complex files and filing systems pertaining to the area of responsibility.
- Identifies, responds to, and resolves inquiries and issues utilizing knowledge of the department programs and operations.
- Provides information and assistance to customers, clients or staff regarding department programs and/or requirements, operations, policies and procedures.
- Organizes and schedules meetings or events including meeting room set-up, technology, communication etc.
- Identifies and resolves basic problems and refers more complex questions or concerns to appropriate staff.
- Establishes and maintains effective, professional, positive, and respectful working relationships and communicates internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
- Performs other duties as apparent o
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