Administrative Assistant - Aging/ADRC

Juneau County•Wi 53948, WI

About The Position

This position provides administrative support to the Aging and Disability Resource Center (ADRC) and courteous, efficient customer service to Juneau County residents. The role handles general office administration, records, correspondence, customer inquiries, financial and payroll support, and department-specific services for ADRC consumers. Duties may vary according to departmental assignment and may include assisting other department personnel during peak periods or absences and performing other duties as assigned. The position supports ADRC transportation and nutrition services, including arranging transportation assistance, maintaining vehicle records, supporting meal-count orders and changes, and following up on canceled meals or clients who are not home. It also assists with tax assistance and Medicare Open Enrollment appointments, driver safety course registration, Open Enrollment data entry and Plan Finder reports, loan closet equipment tracking, ADRC website support, and records, reports, and billing for third-party reimbursement of transportation and home-delivered meals. The employee is expected to apply applicable Federal, State, municipal, and Department rules and policies; attend work regularly and punctually; act professionally; foster positive working relationships; learn and follow safe work practices; and be able to work allocated hours and respond after hours if needed. The position requires a high school diploma or equivalent and one year of clerical or accounting work experience, or an equivalent combination of education, skills, knowledge, and abilities. A criminal background check is required. Basic Lift Support, Stop the Bleed, and Narcan rescue certifications must be obtained within a timeframe designated by the County Health Department.

Requirements

High school diploma or equivalent and one year of clerical or accounting work experience, or an equivalent combination of education, skills, knowledge, and abilities.
Successfully pass a criminal background check per department requirements.
Obtain Basic Lift Support, Stop the Bleed, and Narcan rescue certifications within a timeframe designated by the County Health Department.
Knowledge of County administrative policies and procedures.
Knowledge of current office practices and procedures and operation of standard office equipment and software.
Knowledge of County, State, and Federal programs and the regulations and mandates under which the department functions.
Knowledge of occupational hazards and necessary safety precautions.
Ability to use department-specific computer software programs.
Ability to understand and follow simple oral and written instructions and prescribed departmental routines.
Ability to maintain accurate records of assigned activities.
Time-management skills and ability to prioritize duties and produce a high volume of quality work with minimal supervision.
Ability to define problems, exercise sound judgment, and address a variety of situations successfully.
Knowledge of and ability to follow the policies and practices in the County Personnel Handbook.
Ability to work allocated hours and respond after hours if needed.
Ability to perform work involving occasional exertion of up to 25 pounds; regular sitting; frequent standing, speaking or hearing, handling or feeling with hands and fingers, and repetitive motions; and occasional walking, stooping, kneeling, crouching or crawling, and reaching with hands and arms.
Ability to work in a moderately noisy office setting and potentially deal with persons who are hostile or verbally aggressive and pose threatening conditions.

Nice To Haves

Experience using cash registers and credit card machines.
Experience with real estate document preparation, such as Register of Deeds work.
Experience in business or office management, such as Extension or Veterans work.

Responsibilities

Provide first-line customer service to internal and external customers; greet, receive, and screen visitors and customers.
Answer and resolve customer questions and concerns when able, and refer complex inquiries, requests, or complaints to appropriate staff.
Sort, copy, and distribute correspondence, deliveries, and mail; open, log, and route office mail; and retrieve, deliver, and send faxes.
Compose, proofread, and edit general correspondence, reports, and other documents.
Assist with recording meeting minutes and distribute them to committees and post them in designated areas or formats.
Enter, scan, update, and maintain information in spreadsheets, databases, and reports.
Maintain electronic and paper filing and record systems, and retain records according to Department and County policies.
Organize and maintain resource information in a variety of formats.
Maintain usage and inventory records and order department-specific supplies.
Receive, process, post, and distribute receipts, expenditures, encumbrances, cash, money orders, invoices, and fees for the assigned department.
Participate in staff and professional development training as needed and assist other department personnel during peak periods or absences.
Assist with bi-weekly payroll as needed.
Prepare monthly payment sheets and vouchers for reimbursement of volunteer drivers for the Finance Department.
Maintain ADRC vehicle maintenance records and arrange repairs.
Arrange and coordinate transportation assistance for ADRC consumers needing transportation for medical, nutrition, shopping, or personal business matters.
Support daily Senior Nutrition meal-count orders and modifications with nutrition site managers and contracted food vendors.
Follow up on canceled meals or clients who are not home, including calling for welfare checks.
Coordinate driver safety course registration and schedule tax assistance appointments during tax season.
Assist with entering Open Enrollment client information and run Plan Finder reports as needed.
Manage the loan closet, track incoming and outgoing equipment, and ensure equipment is usable and in good repair.
Support the ADRC homepage on the Juneau County website as needed.
Assist with office recordkeeping and daily, monthly, quarterly, and yearly reports and billing for third-party reimbursement of transportation and home-delivered meals.
Assist with scheduling tax assistance and Medicare Open Enrollment appointments during peak seasons.
Interpret and apply Federal, State, municipal, and Department rules, regulations, and policies.
Attend work regularly and punctually, conduct oneself professionally, foster positive working relationships, accept new responsibilities, and comply with safe work practices and personal protective requirements.
Work allocated hours of the position and respond after hours if needed.