Program Assistant II

Fond du Lac County•Fond du Lac, WI

13d•Onsite

About The Position

The Program Assistant II position involves a variety of administrative and support tasks for the Fond du Lac County Child Support Department. Responsibilities include opening the office, managing client information in state computer systems, handling mail and correspondence, processing payments and deposits, maintaining case files in a paperless system, managing court calendars and payment histories, troubleshooting office equipment, maintaining supply inventory, and ensuring compliance with federal guidelines and training requirements. The role requires strong organizational skills, the ability to handle difficult interactions with the public, and proficiency in office equipment and computer systems.

Requirements

Graduation from high school.
General office experience desirable but not required.
Ability to demonstrate multicultural/diversity competency.
Ability to adhere to all county, state and federal laws and guidelines.
Ability to interact with program participants and the general public that are often angry, hostile and confrontational.
Ability to communicate effectively orally, both in person and on the telephone.
Ability to operate a variety of office equipment including: copy machine, calculator and computer (minimum of 40 wpm).
Must be able to maintain confidentiality of information and records.
Employment eligibility is contingent on a favorable rating as a result of a DOJ and FBI fingerprint background check.
Verification of eligibility to work in the United States by completing USCIS Form I-9.

Nice To Haves

General understanding of computer databases.
General knowledge of legal processes.

Responsibilities

Opens office daily and completes opening tasks.
Checks jail list for clients and notifies appropriate case managers.
Manages counter traffic, greets visitors, and directs them to appropriate staff or departments.
Takes messages and notifies case managers.
Receives, sorts, and distributes incoming mail.
Gathers, sorts, and delivers outgoing mail and interoffice correspondences.
Updates client information in the KIDS (KIDS Information Data System) statewide computer system.
Accepts program fees, prepares receipts, and prepares weekly deposits.
Creates and indexes new cases into File Director.
Classifies, organizes, and images legal documents, correspondence, and financial information for cases.
Dispositions returned process service papers in KIDS, uploads to WI CCAP e-filing system, and submits invoices for payment.
Publishes and disburses the final daily FCC court calendar.
Produces required payment histories for scheduled hearings.
Maintains reservations for agency conference rooms.
Troubleshoots staff computer problems and submits tickets to I.T. if necessary.
Troubleshoots copier problems and calls for service when needed.
Escorts service personnel through security and explains problems to technicians.
Prints and disburses weekly/monthly reports from the state portal.
Researches open employment opportunities in the Fond du Lac area.
Updates the Fond du Lac County Child Support Department’s website listings and prints hard copies for clients.
Maintains supplies inventory and orders supplies as needed.
Prepares purchase orders and check requests.
Makes conference/training reservations, lodging, and transportation accommodations.
Photocopies payment coupons, literature, and forms.
Facilitates maintenance of copy machines.
Distributes incoming faxes and agency e-mail to the correct worker.
Compiles information for the Director's budget.
Consults with the Director for year-end supply orders, account balances, and outstanding invoices.
Maintains documentation of authorized access lists for visitors.
Processes required sign-in sheets for visitors.
Runs monthly tests of office panic alarms with the Sheriff’s Department.
Monitors staff compliance with Civil Rights/Safeguarding Tax information/Confidentiality training timelines.
Monitors staff notary commissions for renewals.