Wood County is an Equal Opportunity Employer (M/F/D/V).

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Administrative Assistant II – Admin/FS Records
Location:DC Steinle Plaza (Marshfield)
FT/PT:Full-time 38.75hrs/week - WRS Eligible
Deadline to apply:03/08/2021
Hiring Range:$15.62/hr - $17.84/hr
Job Responsibilities:


The Wood County Human Services Department has great passion for helping the members of our community. As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality services is a shared goal across all departments.


In addition to who we are, Wood County team members are offered competitive salaries, flexible schedules, and an excellent benefits, including:

- Health Insurance
- Dental Insurance
- Vision Insurance
- Wisconsin Retirement System
- 457 deferred compensation plan
- Income Continuation Insurance
- Vacation and Sick Time
- Holiday Pay
- Flexible Spending Account to set aside pre-tax dollars for childcare and medical expenses
- Life Insurance
- Wellness Program


The Wood County Human Services Department, has an opening for an Administrative Assistant position. This will be a full-time (.97 FTE) position. The primary responsibilities are set forth below. The work is performed under the immediate direction of the Support Services Manager with additional oversight.

The Administrative Assistants are responsible for data entry, scanning and filing records in the electronic information system and working directly with clients and program staff.  The focus of this position will be on maintaining Family Services records, filing system and destruction of records. Tasks include processing background information requests, releases of information (ROI) and record requests while providing administrative support to various Human Services programs and staff.  This position will be located in either Wisconsin Rapids or Marshfield depending on the needs of the department and act as back up to other Administrative Services as needed.

No supervisory responsibility.


1. Provide administrative support for department; providing assistance to staff and clients as required. 
2. Obtain, interpret and process requests for records, authorizations for release of information (ROI) and court orders. Redact records in accordance with Federal law, State statutes, Health Insurance Portability and Accountability Act (HIPAA) and department policies regarding disclosure of confidential records. 
3. Gather background information for foster care, kinship, childcare and other programs as needed. 
4. Screen and direct clients, answer telephones for the department, provide general information of services and direct calls to the appropriate staff person; use email appropriately.
5. Enter and maintain client information in electronic information system and specific program databases.  Responsible for maintaining the accurate data entry and updating in the database all case openings, reviews, closings, files and referrals for the Family Services division of the department. 
6. Maintain filing systems and destruction of records according to department, state and federal guidelines. Use electronic scanning software integration with client records and other applications.
7. Responsible to know and practice the Safety policies of the County.  Perform all job tasks in a safe and prescribed manner.

1. Attend Department and Division meetings.
2. Provide back up to other programs and Administrative Services staff as needed.
3. Promote the Mission, Vision, and Values of the Department. 
4. Any other duties as assigned.

Job Qualifications:

Associate Degree in Business, Administrative Assistant, Human Services, or similar; or three (3) years administrative/business or similar work experience required.  Typing skills of 45 w.p.m. preferred.  Ability to accurately operate a computer and software, transcription and other equipment as specified, and to learn any upgrades and changes which may occur.  Basic everyday living skills are needed, as is the ability to understand and follow oral and written directions.  Reading and writing, adding and subtracting skills are necessary to communicate orally and in writing (prepare reports, take messages, schedule appointments and collect payments).  Ability to work independently with minimal supervision, prioritize task, work efficiently, remain flexible under pressure and meet time constraints.  Maintaining confidentiality is critical.  Ability to work effectively with co-workers, and is always congenial with the general public.

Basic office equipment used:  computer and email, printer, scanner, FAX machine, copy machine, calculator, and multi-line telephone.