Office Assistant - Children, Youth, and Families Division

Outagamie County•Appleton, WI

3d•Onsite

About The Position

The Office Assistant performs a variety of general and specialized administrative functions to assist the Department of Health and Human Services with providing services to the public. Office Assistant staff will be cross-trained within other divisions of Health and Human Services. In the first year, success in this role comes from being detail-oriented, highly organized, an effective communicator, and a strong team player committed to supporting department goals.

Requirements

Minimum of a high school diploma or GED equivalent with at least two years of office experience.
Must possess and maintain a valid driver's license. (Requirement specific to the Mental Health and Youth and Family Services divisions.)
Knowledge of and ability to use modern office practices, procedures, and equipment.
Skill in operation of computers and software programs utilized by the department.
Demonstrated ability to type a minimum of 45 wpm with 95% accuracy.
Effectively communicate in English.
The ability to understand and follow written and oral instructions.
Determine priorities, multi-task, plan and organize work schedule to meet deadlines and goals.
Respect individual and their differences, and work with members of all socioeconomic groups.
Maintain confidentiality and accountability
Establish and effective working relationships with co-workers, other county and department employees, and the general public.
Ability to add, subtract, multiply, divide, and figure simple mathematical calculations.
Ability to lift, carry, push, pull or otherwise move up to 20 pounds. Understand and use proper body mechanics.

Nice To Haves

Experience in Word, Excel, machine transcription, scanning, and public contact preferred.
Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Responsibilities

Effectively communicating with the public. Greeting and directing the public, providing program information, answering multi-line telephone, taking messages, making referrals to other services when appropriate, and otherwise assisting the public.
Gathers and documents information to determine client enrollment into programs.
Schedules appointments.
Enters data and program specific information into various computer systems, programs, and case files.
Prepares, edits and revises various documents including correspondence, reports, meeting minutes, questionnaires, etc., from handwritten notes, recorded voice dictation, meeting information, or prior documents, using typewriter or computer and word processing and speech recognition software.
Opens, maintains, and closes electronic or hard copy files/charts. Performs file maintenance and destruction following applicable policy and procedure. Scans documents into electronic case files.
Develop and maintain spreadsheets, create charts and tables, or generate reports.
Process, distribute, and/or scan mail following standard procedures.
Processes paperwork specific to the assigned division.
Prepares legal documents and processes paperwork for court actions. Opens and files court documents as appropriate. Coordinates serving the client with court documents.
Completes background checks and performs notary duties
May provide financial assistance functions to Department and/or clientele including depositing checks and allowances, setting up and maintaining payment accounts, preparing bills, handling petty cash and maintaining associated records, preparing billing statements, preparing requisitions or purchase orders.
Maintains inventory of office and computer supplies, forms, papers, verify bills when received, and arranging for payment.