Human Services - Office Assistant III

Shawano County•Shawano, WI

About The Position

Under the direct supervision of the Administrative Services Supervisor, performs complex administrative duties requiring knowledge of functions and procedures relating the Department of Human Services. They will be called upon to handle correspondence, prepare records, perform reception duties, file and operate office equipment. This position requires the exercise of independent judgement in the application of office procedures and regulations.

Requirements

High School Diploma or equivalent.
Two to three years related experience.
Valid Wisconsin driver's license with adequate insurance coverage as required by the County.

Responsibilities

Perform reception duties including opening and closing procedures.
Answer and manage multi-line telephone system, provide information, referral services, and direct accordingly.
Schedule appointments for outpatient clinic, intoxicated driver assessments, court ordered assessments, and other necessary requests as assigned.
Accurately record and receipt money in Munis and AllPaid.
Compose medical reports and evaluations, correspondence, memos, forms, brochures, envelopes and similar material from transcriber, rough draft or clear copy accurately and efficiently.
File and scan correspondence, reports, or forms, as requested by division managers.
Trouble shoot problems with office equipment and report areas of concern to Technology Services.
Under the direction of the Psychiatrist, communicate and trouble shoot medication concerns from clients and pharmacies and coordinate prescription refill requests as directed.
Serve as a backup for Telehealth presenter.
Set up APS files in TCM. Track and record data as needed to ensure all are up to date.
Work with Birth to Three, or other programs as requested, on administrative duties, including sending out correspondence, filing paperwork, and preparing documents as needed
PAP/Sample Medications: Completes application, gathers information for programs and has Psychiatrist sign application and provide prescription. Scan completed application and mail. Record medications, prepare signature card, call client to inform them of the arrival of the medication. Reorder medication when due as requested. Keep sample medications and coordinate visit with Psychiatrist to obtain signatures.
Prepare Prior Authorization requests from pharmacies for Psychiatrist signature.
Prepare dictation for Psychiatrist as needed.
Prepare intake documents for outpatient staffing.
Prepare outpatient caseload and court ordered assessments.
Obtain and verify valid release for records requests. Prepare records for release.
Organize and initiate mediation with clients for the mediator.
Prepare, sort, distribute, and track department mail.
Track copies and report to the fiscal unit for proper charging.
Log program supervision on an excel spreadsheet for the CSP, CCS, Clinical and Outpatient.
Assist with Economic Support applications and paperwork, navigating CARES System, verify food distribution reports, issue replacement Quest cards, and other duties as assigned.
Responsible for the coordination, scheduling, and monitoring of the Driver Escort Program.
Create and distribute meal site/home delivered meal menus.
Create and mail meeting notices for the Commission on Aging, Nutrition Council, and Community Services Advisory Committee. Attend meetings and take minutes for the Commission on Aging, and Community Services Advisory Committee.
Attend staff meetings and trainings as directed.
Following proper approval process to track and order office supplies or others supplies as needed for DHS divisions.
Perform other duties and participates in special projects as requested by supervisor.

Benefits

Paid Time Off
Nine (9) Paid Holidays
Health Insurance including vision coverage with option of a high or low deductible health insurance plan.
County-funded Health Reimbursement Account or HSA depending on health plan selection.
Prescription Drug Plan
Gym Membership Discounts
Dependent Flexible Spending Account
Dental Insurance
Long and Short-Term Disability
Critical Illness and Accident Insurance
Employee Assistance Program
Life Insurance
State Pension Plan
Deferred Compensation (457) Retirement Plans
Paid Time Off
Paid Holidays
Life Insurance
State Pension Plan
Gym Membership Discounts
Employee Assistance Program