Administrative Assistant Senior - Children and Family Services

Kenosha County • Kenosha, WI

3d • Onsite

About The Position

Kenosha County is seeking an Administrative Assistant Senior with skill in organization, sound judgment, and attention to detail to help keep critical public services moving forward. As an Administrative Assistant Senior, you’ll work closely with division management while serving as a resource to staff and the community. Join us and help make a difference! The Administrative Assistant Senior will perform experienced-level clerical and office administration support to the offices of elected officials, department/division heads, and office managers among others. This position, working primarily within the Division of Children and Family Services, requires significant knowledge of department or division work and activities and technical knowledge of policies and procedures specific to the assignment area.

Requirements

• Knowledge of procedures and terminology pertinent to department, division or office
• Knowledge of rules, regulations, policies, terminology and program procedures as they apply to a major public agency
• Knowledge of English, business math and bookkeeping practices
• Skill in interpreting and applying complex laws, regulations and rules
• Skill in advising and interpreting policies, procedures and standards to specific situations and the ability to explain, demonstrate and clarify to others
• Skill in performing record keeping and filing tasks
• Skill in performing a variety of duties, often changing from one task to another of a different nature
• Skill in handling multiple procedural processes simultaneously
• Skill in providing quality customer service to customers in a timely manner
• Skill in making independent decisions in accordance with precedents and regulations and applying these decisions in work situations
• Skill in entering and retrieving alphanumeric data from multiple state and DCFS databases
• Skill in use of Microsoft Office Suite, including Word, Outlook, PowerPoint and Excel
• Skill in use of Adobe, Google Drive, Microsoft Teams and Civic Plus
• Attention to detail and organization
• Ability to operate office equipment such as a computer, telephone, facsimile machines, multi-function device, transcription equipment and data processing equipment
• Ability to perform general math including decimals, percentages and financial entries and calculations
• Ability to follow oral and written instructions
• Ability to communicate effectively, both orally and in writing
• Ability to remain professional and courteous at all times
• Ability to work with both electronic and paper files
• Ability to work in multiple computer systems and database
• Ability to work with people of various socioeconomic and cultural backgrounds
• Ability to adhere to strict confidential guidelines as well as computer security guidelines
• Ability to work respectfully in a diverse and inclusive environment
• High school diploma or equivalent
• Two years of experience performing clerical duties and functions
• Experience working with individuals of varying socio-economic and cultural backgrounds
• A valid driver’s license, acceptable driving record and access to an insured vehicle for use in the performance of the job
• Regular attendance and punctuality

Nice To Haves

• Associate or Bachelor’s Degree in Paralegal, Administrative Professional, Human Services/Social Services
• Experience using Google Drive, SharePoint, eWiSACWIS state databases, DOJ/CHIRPS background check databases, CCAP, and UKG
• Experience working in a human services/social services capacity
• Any combination of education, training, and experience which provides the knowledge, skills, and abilities necessary to perform the job
• Apply to be a notary public in Wisconsin

Responsibilities

• Performs high level clerical functions requiring considerable knowledge of the department and division procedures including agendas, contracts, letters, claims correspondence and reports, legal documents, confidential files and records
• Drafts correspondence independently
• Schedules and maintains division’s office activities which may include scheduling appointments and updating and maintaining calendars
• Collects, analyzes, and summarizes information and statistics for reports, presentations, and other projects
• Establishes, maintains, and updates department and/or division files
• Follows up and tracks necessary paperwork
• Prepares purchase requisitions, payment vouchers, account entries and posts to ledgers; reviews bills and processes for payment; monitors account balances and tracks expenses
• Prepares agendas and takes minutes of meetings including meetings of County Board committees
• Manages the release of confidential DCFS records, including redaction
• Works closely with the Division Director and Division Manager in preparing public presentation materials including reports, PowerPoint presentations, and speeches
• Acts at times as a receptionist for the division; screens calls; answers specific inquiries about the office
• Manages onboarding of new employees and ensures they have a proper workspace and all necessary equipment and access to all required electronic databases
• Sets and coordinates virtual staffings/meetings and scheduling to include coordination with community panel members
• Performs other duties as required or assigned

Benefits

• Health, dental and vision insurance effective first of month following 30 days of employment, with the ability to reduce premium contribution through participation in a wellness program
• Flexible Spending Accounts
• Employee Assistance Program
• Paid Time Off
• Paid Volunteer Time
• Twelve Paid Holidays
• Retirement Plan: Participation in the Wisconsin Retirement System which includes county-paid life insurance
• Tuition Reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED