ADMINISTRATIVE SPECIALIST - HUMAN SERVICES

La Crosse County•La Crosse, WI

1d•Onsite

About The Position

This is a confidential administrative/management support position to staff and management of the La Crosse County Human Services Department. Employee works under limited supervision reporting to the Office Supervisor in performing specialized administrative, clerical, and personnel-related functions of considerable difficulty and responsibility. Assists and provides support to Department Head, Deputy Director, and Section Managers in administrative functions to assure the smooth operation of the department.

Requirements

Associate Degree in Administrative Assistant, Business Administration, Accounting or related field.
Five years of office experience; two of the five years must be at an administrative level.
Proficiency in using Microsoft Office Software (Word, Excel, Publisher, Teams, PowerPoint, Visio and Outlook Scheduler).
High level of interpersonal skills and organizational skills.
Good grammatical, spelling and punctuation skills.
Must be a team player to work in a fast-paced environment.
May consider other relevant combinations of education and experience that provide equivalent knowledge, skills, and abilities.
Knowledge of the functions, procedures, organization, laws and regulations governing the administration of the agency or department.
Knowledge of up-to-date office practices, procedures and equipment.
Knowledge of fundamental policies of public employee personnel practices and procedures.
Ability to carry out special and general assignments requiring organization of material and development of procedures, with minimum supervision.
Ability to exercise judgment and discretion in the application and interpretation of departmental policies and regulations; ability to maintain confidentiality.
Ability to compose clear and concise written communications, instructions, and policies/procedures.
Ability to initiate and install administrative procedures and to evaluate their effectiveness.
Ability to establish and maintain effective relationships with the general public, County Officials and employees and to function well as a part of a team, and to deal effectively with clients and callers and resolve conflicts.
Ability to maintain high level of organization.
Ability to "connect the dots" and apply information received to all aspects of multiple tracking and monitoring responsibilities.
Ability to adapt to and coordinate changes in a fast-paced environment.
Familiarity with and ability to work on various computerized system for data input, word processing, and spreadsheets.

Nice To Haves

Demonstrates self-leadership, seeks out opportunities for personal growth and development, accepts feedback and demonstrates ability to learn and apply.
Shares ideas and demonstrates respect, humility, honesty, and open-minded thinking.
Demonstrates flexibility, acceptance of change and emotional intelligence.
Takes initiative and demonstrates the ability to think critically and strategically.
Participates as a contributing member of the team and brings authentic self to discussions regarding all aspects of the work.
Demonstrates ability to build and maintain effective relationships.
Contributes positively to an inclusive workplace.

Responsibilities

Analyzes, processes and coordinates change in department for new hires, transfers, step increases, and other changes in employee status received from the Human Resources Department.
Gathers data, creates charts and graphs for budget reports and employee satisfaction surveys.
Compiles and distributes Human Services Department annual report.
Prepares correspondence, researches and prepares confidential department data related to management interests.
Prepares other departmental confidential correspondence or documents.
Arranges various departmental meetings by reserving rooms, tracking agenda items, preparing agendas, sending out meeting notices, taking notes, transcribing and distributing meeting minutes, and maintaining membership rosters and contact information.
Coordinates multiple calendars.
Performs specialized support functions for agency administration.
Assists in the coordination of Human Services events and staff appreciation.
Provides support and training to all staff on new policies, software, initiatives, etc. including the creation of training materials for new processes.
Provides support to the Department's Management Team providing input for the ongoing development and improvement of the Department's outcomes and mission and other committees as assigned.
Serves as department lead on the Human Services SharePoint site, social media sites and Human Services TLC Training System.
Develops, maintains and updates the Human Services Department Sharepoint computer site, Facebook and Twitter sites.
Develops TLC Training Sessions for Human Services Department Staff.
Maintains Department's policy and procedures manual, and provides training to staff on Human Services Department Policies and Procedures.
Participates in project teams for information technology product development, release and training.
Provides technical assistance to staff and others as necessary regarding Human Services.
Prepares Human Services Department reports, graphs, charts and appendixes.
Assists the County and independent auditors with audit review and reports.
Tracks and processes various licensing, reporting, and personnel-related requirements (including annual performance reviews) for the Department.
Assists in coordination of updating the Department's website.
Answers routine questions from the community, staff and other departments and assists in resolving complaints received by the Department.
Transcribes reports, forms, correspondence, medical reports, from dictation system using a transcription unit.
Inputs and retrieves information on computer.
Responds to requests for Release of Information received by the Human Services Department.
Performs receptionist duties for the Department including greeting clients, scheduling appointments, setting up virtual meetings for clients and staff.
This is a public service position and employee is required to be courteous, cooperative and respectful at all times with other employees, supervisors, public officials in addition to the general public and clients.
Performs clerical support functions for the Department Head as a back-up and/or in the absence of the Office Supervisor.