Administrative Assistant

2 weeks ago

Waukesha, United States Waukesha County Full time
Salary: $19.83 - $26.16 Hourly

Location : Waukesha, WI

Job Type: Temporary

Job Number: AdminAsst WIC LTE 8/23/24

Department: Health & Human Services Department

Opening Date: 08/23/2024

Description

Waukesha County's Department of Health & Human Services, Public Health Division - WIC Program is seeking an individual to perform client enrollment, conduct data entry, provide client assistance, and program support in a busy clinic environment. Abilities needed to successfully fulfill this position include: exceptional customer service skills, basic office technology, performing general office procedures, alpha-numeric filing skills, ability to multi-task, prepare and maintain participant electronic and paper files, and other clerical duties as assigned. At least one year of experience in working in a clinic or office setting is preferred.

This position will work an average of 12-20 hours a week, Monday - Friday with some flexibility in the hours. Bilingual (Spanish/English) preferred, with translation and interpretation experience desired. Must be willing to cross train for coverage in other areas of the WIC Clinic including performing limited lab procedures such as weights, heights, and capillary blood testing for WIC clients.

SPECIFIC DUTIES OF THE POSITION:
Specific duties of the Administrative Assistant - LTE position include:
  1. Maintains quality customer service in a busy clinic environment.
  2. Responds to incoming calls, managing a multi-line phone system.
  3. Prescreens clients for program eligibility.
  4. Establishes clients within the WIC database that are new to the program.
  5. Schedules clients for the correct appointment type based upon program regulations.
  6. Verifies accurate documentation is received and conducts data entry for clients enrolling into the WIC program.
  7. Reviews paper files for accuracy of forms.
  8. Reviews electronic records for accuracy of data entry.
  9. Files and pulls charts to meet clinic needs.
  10. Assures accuracy of WIC benefits issued to families enrolled.
  11. Communicates tactfully with clients to ensure understanding of program benefits received, program procedures and protocols.
Prior to hiring, the successful candidate will be subject to work/education/certification reference(s) verification, a criminal background and driver's license check, and a Physical Exam.
Example of Duties

Under close supervision, performs a broad variety of clerical and administrative support work in a department, division, program, or other work unit within County government. Typical duties include greeting visitors, answering and directing calls, providing customer service, preparing communications, preparing, organizing, and maintaining records, reports and files, assists with projects, responds to the public, and performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
At this level, work involves routine, repetitive, and recurring tasks that require following standardized, sequential steps, processes, or procedures. Assignments are structured and specific guidelines are available in procedure manuals and/or written or verbal instructions. Deviations from standard practices require prior approval by the supervisor, who is generally available to answer questions and make decisions, or professional staff within the work unit.

The following list of duties and responsibilities are commonly performed by a position at this level, but are not necessarily required of all positions.
  1. Greets and assists customers, in person, by telephone or other methods to provide information, answer questions, or directs to appropriate staff.
  2. Prepares a variety of routine documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department.
  3. Performs data entry, maintains and updates electronic files and databases.
  4. Receives, records and processes payments, balances cash drawer daily, and prepares related reports.
  5. Monitors, maintains and orders office supplies, maintains equipment, and maintains repair and maintenance records on equipment.
  6. Organizes and maintains files and file systems, scans documents, records and reports, copies materials, files paper and/or electronic information and distributes documents as necessary.
  7. Receives, sorts, processes, and distributes incoming mail and prepares and processes outgoing mail.
  8. Maintains department/division calendar, schedules appointments and meetings including meeting room reservations, orders food and makes arrangements for audio/visual equipment or other set-up needs.
  9. Establishes a variety of files based on established guidelines, files and retrieves materials, archives and manages department records.
  10. Handles confidential or sensitive information and documents.
  11. Adheres to County policies, procedures, and federal, state, and local regulations.
  12. Provides assistance to other support staff.
  13. Establishes and maintains effective, professional, positive, and respectful working relationships and communications internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
  14. Attends department and/or division meetings.
  15. Performs other duties as apparent or assigned.
QUALIFICATIONS
Essential Knowledge and Abilities
  1. Working knowledge of standard office practices, procedures, and techniques.
  2. Working knowledge of business English, spelling, grammar, and punctuation.
  3. Working knowledge of basic math.
  4. Working knowledge of effective customer service techniques.
  5. Working knowledge of MS Office products or comparable office product, word processing and data processing.
  6. Working knowledge of Outlook with the ability to send, receive and save emails and attach documents.
  7. Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment.
  8. Working knowledge of computers and keyboarding needed to prepare routine/recurring documents, draft correspondence, and enter data.
  9. General knowledge of department specific programs and services.
  10. Ability to apply and explain rules, regulations, policies and procedures related to a specific program or services.
  11. Ability to perform basic word processing, editing, data entry and spreadsheet maintenance.
  12. Ability to access and navigate the internet and County or department-specific programs and applications.
  13. Ability to add, subtract, multiply, and divide numbers accurately.
  14. Ability to maintain and enhance skills, participate in on-going training and increase knowledge of County, department and division services, policies and procedures.
  15. Ability to adapt to new department/division policies, procedures, programs, and environment.
  16. Ability to follow and understand oral and written instructions.
  17. Ability to maintain confidentiality of records and information.
  18. Ability to make minor decisions using standardized practices.
  19. Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other County departments/divisions, clients/customers, outside agencies, and the general public.
  20. Ability to work effectively as a member of a team and deal with people in an effective and timely manner.
  21. Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles.
  22. Ability to organize and prioritize work.

Minimum Qualifications
  1. High School Diploma or GED.

Supplemental Information

About Us:
Waukesha County prides itself on operating in a business-like manner and is recognized as a leader delivering high quality services with competence and skill. With our vision of "Leading the Way", we value teamwork and collaboration, ethics and diversity, communication, efficiency and cost savings, innovation, and the wellbeing of our staff and the citizens we serve. Employees are provided professional development opportunities and encouragement to learn and practice continuous improvement and LEAN principles as we regularly ask ourselves "Is there a better way?"

Location:
Located in the City of Waukesha, our campus offers an on-site caf and fitness center, free parking, and easy access to interstate highway systems. Waukesha County offers a perfect blend of urban and rural living where one can enjoy the benefits of quiet rural lake communities or opt for nearby attractions that the greater Milwaukee area offers including vast beach and park systems, public markets, performing arts, music festivals, and sports including the Milwaukee Admirals, Brewers, Bucks, Wave, Marquette University Golden Eagles and the UW-Milwaukee Panthers Basketball programs.

EEO/AA:
Waukesha County is committed to equal opportunity and nondiscrimination in employment and adheres to all Federal, State and County Equal Employment Opportunity laws, policies, plans, rules, regulations and ordinances. The County recognizes and accepts its important leadership role in providing for equal employment/service opportunities for minorities, women, and persons with disabilities. It is the express policy of Waukesha County to promote equal employment opportunity among all who are employed by Waukesha County and who seek employment with Waukesha County.

For further information visit:

The County does not sponsor applicants for work visas.

Applicants must be currently authorized to work in the United States on a full-time basis.

No benefits available for this position.

01

Do you have a High School Diploma or GED?
  • Yes
  • No


02

Describe how justice, equity, diversity, and inclusion relate to the position you have applied for.

Required Question

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