Administrative Specialist - ADRC-CW

Marathon County•Wausau, WI

11d•Hybrid

About The Position

The Administrative Specialist provides support to managers, other employees, and office visitors by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive. This is a part-time position, working 28 hours per week. This work will be primarily based in the Wausau ADRC-CW office, with occasional travel to our other office locations as needed.

Requirements

High school diploma, associate’s degree in related field preferred
Prior administrative experience preferred
Valid driver’s license with a driving record that meet County standards
Proven work experience as a receptionist, front desk representative, or similar role
Knowledge of business English, grammar, spelling, and arithmetic
Skill in learning various computer software applications and accurately entering data.
Proficiency with Google Workspace and Microsoft Office
Hands-on experience with office equipment (copier/printer/fax/phones)
Ability to be resourceful and proactive when issues arise
Excellent organizational skills
Multitasking and time-management skills, with the ability to prioritize tasks
Ability to maintain confidentiality
Knowledge of the ADRC-CW services and objectives and commitment to the mission
Ability to learn the ADRC-CW geographical region and map reading.
Excellent customer service skills and the ability to work compassionately, and patiently with older adults and adult with disabilities
Ability to accurately transmit information both from the public to department staff, and from the department to the public
Ability to assume responsibility for routine office procedures and make decisions within established guidelines without frequent supervision or specific assignment

Responsibilities

Greet and welcome customers, clients and other visitors to the ADRC-CW.
Responsible for making a good first impression for the organization.
Check visitors in and direct or escort them to specific destinations.
Inform other employees of visitors’ arrivals or cancellations.
Anticipate the needs of others in order to ensure their seamless and positive experience.
Answer telephone calls and take messages or forward calls to appropriate ADRC-CW staff.
Handle incoming and outgoing mail, email and deliveries.
Copy, file, and maintain paper or electronic documents.
Provide overall, general office support to other employees of the ADRC-CW.
Work as a team with other clerical staff across the region to ensure the best practices and customer service.
Provide public information and customer service for ADRC-CW services.
Enter data in relation to State reporting requirements; make changes and updates as needed to develop and maintain maximum and efficient reporting capacity.
Registers participants for ADRC-CW programs and classes
Actively recruit and orient volunteers
Maintain current records of active volunteers
Participates in developing policies and procedures to facilitate high quality resource information management and meet professional information and referral standards.
Uses information databases to help prepare and submit monthly reports to the State as well as other ADRC-CW activity reports.
Maintain inventory of general office supplies and marketing materials
Identifies, makes contact with, and gathers information on potential resources and services; applies established policies to determine appropriate listings for inclusion in the ADRC-CW directories.
Follow up on concerns or complaints regarding a service or organization listed in the resource directories.
Works with other department staff to catalog and track a library of written materials such as brochures.
Informs ADRC-CW staff about new resources and changes in resource information.
Maintain a general knowledge of regional geographic areas served.
Maintains regular and predictable attendance, works extra hours as required.
Maintains a professional appearance consistent with the organizational policy.
Performs all other related duties as assigned.