Administrative Support Specialist – Health (Half-Time)

City of Appleton•Appleton, WI

4d•Onsite

About The Position

The City of Appleton’s Health Department is looking for an Administrative Support Specialist (Half-Time) to join the team (20 hours per week). This position provides comprehensive administrative support to the City of Appleton Health Department, playing a vital role in advancing the department’s public health mission. The Administrative Support Specialist works under general supervision of the Health Director, supporting data collection, financial documentation, communication efforts, and ensuring smooth day-to-day operations. The incumbent will apply sound judgment and attention to detail in interpreting policies, maintaining confidentiality, and producing high-quality materials that inform and engage various stakeholders. Work is reviewed for accuracy, efficiency, and contribution to departmental goals.

Requirements

High school diploma or equivalent
Three to five years of progressively responsible office/clerical experience, preferably in a health or public sector setting, or any equivalent combination of education, training, and experience.
Considerable knowledge of Microsoft Word, Excel, and other relevant computer programs.
Strong organizational skills and attention to detail, with the ability to maintain complex records, produce accurate reports, and meet deadlines.
Knowledge of public health confidentiality standards (e.g., HIPAA) and the ability to handle sensitive information discreetly.
Ability to communicate effectively both orally and in writing, adapt to changing priorities, and work independently or as part of a team.
Ability to handle multiple projects simultaneously, prioritize tasks, and remain flexible in a dynamic environment.
Valid Wisconsin driver’s license.
Ability to occasionally work nights or weekends as necessary.

Nice To Haves

Experience in office management, budget preparation, or financial documentation in a governmental or health-oriented organization.
Familiarity with public health systems, accreditation processes, and quality improvement initiatives.
Demonstrated success in developing internal processes, filing systems, and records management that support organizational efficiency.

Responsibilities

Assist with compiling, verifying, and organizing public health data, monthly statistics, and program metrics for internal and external reports.
Attend monthly Board of Health meetings, prepare meeting agendas, coordinate packet distribution, record and finalize meeting minutes, and communicate with Board members, including the Chairperson.
Ensure all records are accurate, accessible, and secure.
Process incoming and outgoing mail, ensuring timely collection, sorting, and distribution of documents essential for public health operations.
Create, edit, and design a variety of documents, including brochures, questionnaires, health license applications, and in-house forms, ensuring materials are culturally competent and easily understood by diverse audiences.
Maintain department-wide communications, employee information, and policies and procedures; support consistent messaging that aligns with public health principles.
Respond to general health inquiries, direct calls, and forward requests to appropriate staff.
Communicate with community members, partners, and public officials in a professional and respectful manner.
Provide general administrative services, such as scheduling appointments, managing calendars, and assisting in coordination of department-wide activities and events.
Assist in budgeting and expense tracking, prepare invoices, receipts, purchase authorizations, general billing support, and manage P-Card allocations.
Support compliance with departmental and municipal financial policies.
Order and maintain inventory of supplies and materials, ensuring the department remains well-equipped to deliver health services efficiently.
Assist in maintaining the Level III Health Department designation through participation in the 140 Review and related audits, and accreditation activities.
Support quality improvement initiatives by accurately documenting processes and outcomes.
Engage in ongoing learning opportunities and training sessions to enhance knowledge of public health systems, policies, and emerging health issues.
Contribute to a culture of continuous improvement and responsiveness to community health needs.
Perform other related duties as assigned that support the Health Department’s public health mission.