Program Assistant II

FDLC•Fond du Lac, WI

15d•$19 - $24•Onsite

About The Position

The Program Assistant II position involves a variety of administrative and clerical duties to support the daily operations of the office. This role requires adherence to all county, state, and federal laws and guidelines, with a strong emphasis on multicultural competency. Responsibilities include managing office opening and closing procedures, handling visitor interactions, processing mail, updating client information in a statewide computer system, accepting program fees, managing case files, and preparing court-related documents. The position also involves troubleshooting office equipment, managing supplies, coordinating reservations, and ensuring compliance with various training and documentation requirements.

Requirements

Demonstrate multicultural/diversity competency.
General understanding of computer databases.
General knowledge of legal processes.
Ability to interact with program participants and the general public who may be 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.
Graduation from high school.
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 office experience desirable but not required.

Responsibilities

Open office daily and complete opening tasks, including checking jail lists and notifying case managers.
Manage counter traffic, greet visitors, notify appropriate staff, and take messages.
Receive, sort, and distribute incoming mail, and gather, sort, and deliver outgoing mail and interoffice correspondences.
Update addresses, employers, and other information in the KIDS (KIDS Information Data System) statewide computer system for child support.
Accept program fees, prepare receipts, and prepare weekly deposits.
Create and index new cases into File Director, classifying, organizing, and imaging legal documents, correspondence, and financial information for a paperless filing system.
Process service papers in KIDS, upload to WI CCAP e-filing system, and submit invoices for payment.
Publish the final daily FCC court calendar and disburse it to appropriate staff, and produce required payment histories for scheduled hearings.
Maintain reservations for agency conference rooms.
Troubleshoot staff computer problems and submit tickets to I.T. for corrections.
Troubleshoot copier problems, call for service, and escort service personnel through security.
Print and disburse weekly/monthly reports from the state portal to improve agency performance.
Research open employment opportunities in the Fond du Lac area, update website listings, and print hard copies for clients.
Maintain supplies inventory, order supplies, and prepare purchase orders and check requests.
Make necessary conference/training reservations, lodging, and transportation accommodations.
Photocopy payment coupons, literature, and forms, and facilitate copy machine maintenance.
Distribute incoming faxes and agency e-mail to the correct worker.
Compile information for the Director's budget, and consult with the Director for year-end supply orders, account balances, and outstanding invoices.
Maintain documentation of authorized access list of visitors and process required sign-in sheets.
Run monthly tests of office panic alarms with the Sheriff’s Department.
Monitor staff compliance with mandated Civil Rights/Safeguarding Tax information/Confidentiality training timelines and notary commission renewals.