Office Specialist Human Services

Green County•Monroe, WI

4d•Onsite

About The Position

The Human Services Office Specialist provides administrative support to the Human Services Department within the Administration Division. The Office Specialist will be responsible for handling confidential information and must be well organized, a self-starter, and have the ability to think critically to complete assigned tasks. The Office Specialist is responsible for new employee documentation and orientation, facilitating purchase of service contracts, managing the department’s benevolence fund, identifying department training needs, facilitating meetings and trainings, and participating in committees, coalitions, and trainings on behalf of Human Services. Clerical duties, include but are not limited to, preparing meeting agendas and minutes, scheduling meetings, facilitating social media presence, creating documents and reports, tracking and handling records, and providing support and backup coverage to the building receptionist and office clerk.

Requirements

Associate’s Degree with 2 years of experience providing administrative support
Working knowledge of a variety of computer software systems, including Google Workspaces, Microsoft Office, and Electronic Healthcare Record Systems
Working knowledge of office equipment including copiers, printers, scanners, multi-line phone systems, laminators, and postage meters
Required to consistently communicate effectively and professionally with Green County citizens, clientele, families/guardians, law enforcement, medical staff, school officials, legal partners, employees, and government officials, both orally and in writing.
Ability to create and maintain easy to understand reports, charts, training materials, policies, and operating procedures.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compare, count, differentiate, measure and/or sort data and information.
Ability to classify, compute, tabulate, and categorize data.
Ability to apply common sense, professional aptitude to problems and situations when dealings with individuals.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to analyze data and information using established criteria, in order to define consequences and to consider and select alternatives.
Valid driver’s license

Responsibilities

Draft Human Services Board agendas and meeting packets, attend meetings, and prepare minutes
Draft internal meeting agendas, attend meetings as requested, and prepare minutes
Schedule meetings, trainings, and events
Facilitate department’s social media presence
Orientate new Human Services employees to the agency
Provide new employee/vendor Electronic Healthcare Record (EHR) training in conjunction with IT
Ensure county and department required employee documentation and records are complete
Track, monitor, and fill agency records requests
Tabulate agency data and reports, and present findings
Draft annual purchase of service contracts, monitor the execution of contracts, and track required documentation and compliance
Review contracted provider audits for compliance with allowable costs utilizing a pre-defined checklist
Provide information to audit agencies regarding vendor payments and funding sources upon request
Organize, update, and distribute department policies and procedures
Provide backup coverage for Government Services Building Receptionist, to include breaks, unplanned absences, and planned absences
Scan, copy, and file agency records
Manage department benevolence fund including building soda machines
Identify agency training needs and facilitate agency offered trainings
Participate in committees, coalitions, and trainings on behalf of Human Services as assigned
Liaison with vendors and other departments as assigned
Ensure copy/supply rooms are organized and stocked
Provide backup coverage for mail run as needed
Other duties as assigned by the Human Services Director and Human Services Fiscal Manager