CARS Administrative & Client Services Assistant
About The Position
The CARS Administrative & Client Services Assistant provides a wide range of high-level administrative support and holds a specialized and dual-function responsibility for direct client service support. This position is responsible for executing complex administrative tasks, including professional document creation, specialized referral processing, and operational coordination, while also serving as a key support contact for clients. This includes managing the Community Access to Recovery Services (CARS) phone line, providing on-site navigation, and offering brief de-escalation for walk-in individuals in distress. This role is crucial for ensuring smooth office operations and providing a safe, welcoming, and supportive environment for clients.
Requirements
- Current resident of Wisconsin.
- Possession of a valid Wisconsin Driver's License, able to be maintained throughout employment.
- Meet at least one of the following education and experience requirements:
- Possession of a High School Diploma or GED equivalent and five (5) years of related experience, including at least two (2) years of experience as an Administrative Assistant, Executive Assistant, or in an Operations Support Role, and at least one (1) year of experience in Human Services, Mental Health, or a Crisis Support Setting.
- Possession of an Associate Degree or higher in Human Services, Social Work, Psychology, Business Administration, or a related field, and at least two (2) years of experience as an Administrative Assistant, Executive Assistant, or in an Operations Support Role, and at least one (1) year of experience in Human Services, Mental Health, or a Crisis Support Setting.
- Possession of a Bachelor's Degree or higher in Human Services, Social Work, Psychology, Business Administration, or a related field, and at least one (1) year of experience as an Administrative Assistant, Executive Assistant, or in an Operations Support Role, and at least one (1) year of experience in Human Services, Mental Health, or a Crisis Support Setting.
- Advanced proficiency in Adobe Acrobat and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
Nice To Haves
- Formal training in de-escalation and mental health first aid.
- Knowledge of HIPAA and 42 CFR Part 2.
Responsibilities
- Manage CARS phone line on a rotational basis. Serve as the primary on-site point of contact for walk-in clients, providing high-level, trauma-informed customer service to identify their stated needs and connect them to the appropriate services or clinical staff.
- For individuals who may be in distress, utilize de-escalation techniques to support a safe and welcoming environment until a clinical staff member or appropriate responder can intervene. Act as the administrative point of contact for requesting emergency responders (e.g., 911, Milwaukee Mobile Crisis) as needed.
- Manage the intake and processing of incoming CARS referrals and critical incident reports, ensuring accurate logging and routing. Serve as the Family Care Referral Liaison. Process and manage WisGo Funding Requests.
- Create, format, and polish professional documents, reports, executive summaries, and presentations. Provide scheduling support, data entry, and project assistance as needed.
- Serve as a primary or backup point of contact for administrative duties, including managing office supply inventory, placing print orders, and coordinating with vendors.
- Perform all other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Executive, Legislative, and Other General Government Support
Education Level
High school or GED
