Administrative Specialist – Medical Examiner’s Office

County of Marathon•Wausau, WI

10d•Onsite

About The Position

The Administrative Specialist will provide high-level administrative support for the Marathon County Medical Examiner’s Office. This individual will work in a team environment providing a variety of administrative support duties to enhance the services provided by the Medical Examiner’s Office. This position requires the ability to provide confidential administrative support, answering incoming agency phone calls and redirecting to appropriate staff and/or service partners, retrieving and distributing agency voice mail messages and emails, processing incoming payments, opening and distributing agency incoming mail, collecting agency outgoing mail, electronic and physical record filing, maintaining office policies and procedures, handling information requests, preparing correspondence, receiving visitors, and customer service. The individual must be team oriented, be able to apply independent judgement, able to multi-task, and have strong computer skills. This is a highly visible position that requires a dependable, flexible, well organized, detail-oriented individual with excellent oral and written communication skills. As an employee of the Medical Examiner’s Office, you will play a crucial role in managing and safeguarding confidential and sensitive information. This position requires a high level of impartiality, integrity, neutrality, and confidentiality. Please note this position will be exposed to potentially graphic materials including autopsy reports, case photographs, outside agency reports, etc. This position is primarily based in the office, providing opportunities for collaboration and direct engagement with team members and the public. The office is open to the public Monday – Friday 8:00 a.m. to 4:30 p.m. Work is performed under the direction of the Director of Operations and Chief Medical Examiner.

Requirements

An associate’s degree in Office Administration, Business or Administrative Management, or a related field is desirable and three years of experience in a fast-paced office; OR any other combination of education and experience that provides equivalent knowledge, skills, and abilities.
Proficiency in Microsoft Word, Excel, PowerPoint, Adobe and Outlook required.
Duties require attention to detail and excellent customer service skills.

Nice To Haves

Prior experience in healthcare, medical examiner or coroner’s office, or funeral home setting is preferred.
Training or education in secretarial, administrative support, or computer applications.
Prior experience in a governmental setting.
Proven experience of exceptional administrative support, demonstrating confidence in problem solving and making independent decisions based on defined guidelines.

Responsibilities

Manage schedules, set up meetings, sort incoming mail and other communications, answer questions, and relay messages.
Work closely with county, community, and regional partners.
Agency liaison for information technology includes working with IT department to assist staff in resolving issues with technology, administrative duties to maintain program specific applications, and telecommunication needs.
Operates office equipment, including computers, fax machines, copiers, and scanners.
Assist in the management of the inventory of office supplies for the Medical Examiner’s Office, purchasing additional items as necessary.
County website editor which includes maintaining the Medical Examiner section of the county website.
Create general or statistical reports, correspondence, documents, and other typed materials.
Perform data entry and data quality control using case management system, computerized spreadsheets, and multiple database applications.
Compiles data, creates and runs reports, and updates as needed.
Send and receive documents and confidential materials.
Billing and invoice entry.
Maintain regular and predictable attendance; work extra hours as required.
Perform related work as required.