Administrative Assistant

Outagamie County • Appleton, WI

28d • Onsite

About The Position

Reporting to the Administrative Services Supervisor, the Administrative Assistant provides confidential services and administrative support for the Department of Health and Human Services. The role supports onboarding and departures, payroll and personnel actions, the department’s table of organization, databases, spreadsheets, software systems, and a range of ongoing human resources, maintenance, state, and program processes. The position works with internal management and staff, other County departments, outside clients, and the public.

The position is scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m., at 320 S. Walnut St. in Appleton, Wisconsin. The role may require overtime or extra hours and includes maintaining regular, predictable attendance. The Administrative Assistant may provide coverage for administrative staff and support department meetings, including H&HS Board and Committee meetings.

Outagamie County describes its benefits program as comprehensive and provides benefit options and paid time off to team members working 20 or more hours per week. The posting directs applicants to the County’s benefits information for details.

Requirements

• Associate degree in administrative assistance science or a related field, plus three to five years of administrative assistant experience, including handling confidential materials; equivalent combinations of education and experience are accepted.
• Above-average verbal and written communication skills and experience taking meeting minutes.
• Some accounting knowledge.
• Ability to operate office equipment, including a personal computer, calculator, fax machine, photocopier, telephone, and scanner.
• Good verbal and written communication skills for identifying and solving problems with HHS personnel, County departments, County Board and Committee members, and the general public.
• Ability to operate software used by the department.
• Ability to transcribe and provide training in dictation and transcription.
• Demonstrated proficiency with department programs, typing, and proofing and editing functions.
• Ability to work semi-independently and make sound decisions using good judgment.
• Ability to comprehend and interpret records, internal and external reports, policy and procedure manuals, and personnel and payroll forms.
• Ability to prepare letters, memos, expense vouchers, meeting minutes, general correspondence, reports, and statistical reports.
• Ability to perform arithmetic calculations, including decimals and percentages.
• Demonstrated reliability in attendance and flexibility to work hours.

Nice To Haves

• Advanced computer skills and the ability to train others in system usage are preferred.

Responsibilities

• Support management with administrative tasks related to employee, contract staff, and intern onboarding and departures, as well as ongoing human resources, maintenance, state, and department program processes.
• Manage the H&HS monthly and budget Table of Organization and maintain department personnel files, staff licensures, and certifications.
• Assist with implementation, setup, and ongoing monitoring of dictation, transcription, and speech-recognition software through Deliver Health; train users, troubleshoot with IT staff and the vendor, and maintain related data.
• Set up and maintain department databases, perform program administrator tasks, create and analyze reports, and ensure data accuracy.
• Perform work in software programs including Facility Dude, AtHoc, and Project Requests.
• Create department evaluations, run query reports for accuracy and tracking, and complete step-increase personnel actions for Human Resources.
• Review H&HS bi-weekly employee payroll for accuracy and completeness and submit it to Finance for processing.
• Train new staff and provide ongoing employee support and resources.
• Reconcile department credit cards and accounts, prepare vouchers, and complete p-card allocations, supporting documentation, transaction verification, and expense allocation.
• Run monthly productivity reports from the EHR system for managers to monitor whether staff productivity meets funding requirements.
• Coordinate and submit paperwork for department staff moves; serve as the primary contact for MIS and building maintenance.
• Coordinate department keys, cell phones, and headsets; manage equipment ordering and tracking; and coordinate payments or receipts for lost equipment.
• Schedule department Zoom meetings.
• Manage Laserfiche files, scan materials, and retrieve information as needed.
• Provide administrative support for workgroups and complete special projects.
• Communicate with internal and external customers in a timely and efficient manner to generate a positive image for H&HS.
• Address support-staff coverage issues when the Administrative Services Manager and Administrative Services Supervisors are absent, as needed.
• Serve as backup for the Management Assistant and provide coverage throughout the department as needed.
• Attend meetings, record discussions and actions, and compose minutes; coordinate meeting times and send meeting-related mailings and correspondence as needed.
• Provide backup for department meetings, including H&HS Board and Committee meetings.
• Develop spreadsheets, flow charts, and presentation materials.
• Perform other duties as assigned.

Benefits

• Outagamie County offers a comprehensive benefits program; benefit options and paid time off are available to team members who work 20 or more hours per week. The posting refers applicants to the County benefits information for details.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree