Wood County, Wisconsin

WHO WE ARE:

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.

WHAT WE OFFER:

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
- Vacation and Sick Time, start accruing on your first day!
- Holiday Pay
- Flexible Spending Account to set aside pre-tax dollars for childcare and medical expenses
- Life Insurance
- Short/Long Term Disability
- Wellness Program
- Public Student Loan Forgiveness (PSLF) Program

CURRENT OPPORTUNITY TO JOIN OUR TEAM:

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

GENERAL FUNCTION
This Administrative Assistant position provides support to the Comprehensive Community Services/ Community Support Program Manager, Nurses, and Case Managers.  The focus of this position will be to screen, direct and assist consumers and clients entering and visiting the ‘Drop-In Center’; monitor consumers and convey concerns to RNs/Case Managers. Organize the flow of information and documentation to and within the program while providing operational support to various programs and staff within the department. 

RESPONSIBILITIES
A. ESSENTIAL FUNCTIONS
1. Provide administrative support for department; providing assistance to staff and clients as required. Screen and assist all who enter department area, alert appropriate staff of arrivals. 
2. Monitor the Drop-In Center clients and activities; Follow established protocol when a consumer’s behavior in the Drop-In causes a health or safety issue for them or others. Update staff as needed. Provide a positive presentation encouraging consumers to use the Drop-In Center, promote positive interactions with others.  Adhere to strict client confidentiality procedures.
3. Provide secure handling and monitor storage area of medication and prescriptions for the CCS/CSP nurses, caseworkers and clients according to state regulations. Act in the absence of nursing staff to work with pharmacy delivery and pick up of all Behavioral Health programs medications. Distribute pre-dispensed medication and monitor clients taking medication.
4. Provide program support to case managers and RNs; Answer telephone providing customer support to consumers; screen and direct calls to the appropriate staff person, and use email appropriately. Prepare correspondence such as letters, mailings, faxes, phone calls; contact clients to inform of schedule changes, work with program staff to plan client activities including ordering and purchasing of supplies.
5. Enter and maintain client information in electronic information system and specific program databases. Scan all CCS/CSP records into internal database. Maintain filing system and destruction of records according to department, state and federal guidelines. Use electronic scanning software integration with client records and other applications. 
6. Obtain, interpret and process CCS/CSP requests for records, authorizations for release of information (ROI) and court orders. In accordance with Federal law, State statutes, Health Insurance Portability and Accountability Act (HIPAA) and department policies regarding disclosure of confidential records. Concentration is on either Marshfield or Wisconsin Rapids clients and staff (depending on your location) but works in collaboration to fulfill department needs. 
7. Communicate and coordinate with case workers and management essential information regarding van use schedule, recording of mileage and records, while upholding strict Motor Vehicle Maintenance Safety rules and guidelines, meeting state procedures and protocol, and conforming to regulations governing public safety.
8. Create and publish program newsletter; attend meetings and communicate, plan and coordinate with staff to choose fun activities and events to offer clients. 
9. Responsible to know and practice the Safety policies of the County.  Perform all job tasks in a safe and prescribed manner.

B. OTHER JOB DUTIES
1. Follow all policies related to maintaining accurate ledger, collect money from clients, distribute money for activities, and manage petty cash. Produce financial statement and report for supervisor and program manager. Process invoices and prepare voucher covers as appropriate for program as directed.
2. Provide back up to other programs and Administrative Services staff as needed.
3. Prepare correspondence upon completion of annual Protective Placement reviews for clients needing guardianship. Route and record documents as directed; print, mail and scan into imaging storage system. 
4. Any other duties as assigned.

Associate Degree in Human Service related field, Business, Administrative Assistant, or similar; or three (3) years similar 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, prioritizes tasks, work efficiently, remain flexible under pressure and meet time constraints. Maintain confidentiality, critical. Ability to work effectively with co-workers, and is always congenially with the general public.

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