Administrative Assistant

Outagamie County; Appleton (WI); On-site; USD 42,000 - 68,000; Full time

Benefits offered by this job

Comprehensive benefits program

Job summary

Outagamie County is seeking an Administrative Assistant to support the Department of Health and Human Services. The role handles onboarding, payroll and personnel actions, maintains databases, and coordinates with internal staff and external clients.

Responsibilities include managing the department’s budget table of organization, preparing reports, training staff on dictation and transcription tools, and ensuring data accuracy across systems.

Qualifications

• Associates degree in administrative assistance science or related field. Three to five years administrative assistant experience handling confidential materials.
• Strong verbal and written communication skills with experience taking minutes.
• Advanced computer skills and ability to train others in system usage; some accounting knowledge.

Responsibilities

• Support management with onboarding, payroll, personnel actions and confidential administrative tasks.
• Maintain department database and tables of organization; manage staff files and licensures.
• Set up and monitor dictation, transcription and speech recognition software; coordinate with IT and vendors.
• Create and analyze department reports; ensure data accuracy within the department.
• Utilize software such as Facility Dude, AtHoc and EHR systems for daily operations.
• Generate evaluations, run query reports for accuracy and tracking; process step increases for HR.
• Review bi-weekly payroll for accuracy and assist with training new staff.
• Reconcile department credit card; prepare vouchers and allocate expenses.
• Run monthly productivity reports for managerial funding review.
• Coordinate staff moves; manage department keys, devices and equipment orders.
• Schedule department Zoom meetings; manage Laserfiche files and document retrieval.
• Provide support for workgroups and special projects; interact with internal/external customers.
• Attend meetings, take minutes and coordinate meeting logistics; backup for board and committee meetings.

Skills

Verbal communication

Written communication

Problem solving

Attention to detail

Training others

Education

Associates degree in administrative assistance science or related field

Tools

Deliver Health dictation software

Laserfiche

EHR system

Facility Dude

AtHoc

Job description

Reporting to the Administrative Services Supervisor, the Administrative Assistant provides confidential services and administrative support for the Department of Health and Human Services including onboarding; payroll; personnel actions; table of organization;; maintaining databases; managing spreadsheets; ability to work well with all levels of internal management and staff, as well as outside clients.

Hours: Monday-Friday 8:00am-4:30pm

Location: 320 S. Walnut St. in Appleton, WI

Outagamie County Offers a Comprehensive Benefits Program:

Learn more today by visiting: https://www.outagamie.gov/Our-County/Human-Resources/Employee-Benefits-Information

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• This role involves supporting management with the administrative tasks related to employee, contract staff, and intern onboarding, departures; ongoing Human Resource, Maintenance, State, and department program processes.
• Manages the H&HS monthly and budget Table of Organization; maintaining all department personnel files, staff licensures and certifications.
• Assists in implementation, set-up and ongoing monitoring for dictation, transcription, speech recognition software through Deliver Health and acts as a resource for all system users. Responsible for conducting ongoing training, problem solving independently with IT staff and the software vendor, monitoring and data maintenance.
• Set up and maintain department databases, performs program administrator tasks, creates and analyzes reports and ensures data accuracies within the department.
• Perform work within software programs including Facility Dude, AtHoc, Project Requests
• Creates department’s evaluations, runs query reports for accuracy and tracking purposes, completes step increase personnel actions for Human Resources.
• Reviews for accuracy and completeness the H&HS bi-weekly employee payroll and submits to Finance for processing. Provides training to new staff and is available as an ongoing resource for employees.
• Reconciles department credit card, prepares vouchers, reconciling accounts, and p-card allocations. This includes verifying the accuracy of transactions, preparing supporting documentation and ensuring expenses are appropriately allocated.
• Run monthly Productivity reports from the EHR system for Managers to ensure staff productivity is meeting requirements for funding.
• Coordinates and submits paperwork for all H&HS department staff moves; primary contact for MIS and building maintenance.
• Coordinates department keys, cell phones, headsets; manages the ordering and tracking of equipment
• Coordinates payments/receipts for lost equipment
• Schedules department zoom meetings
• Manages Laserfiche files, scans material and retrieves information as required
• Provides administrative support for various workgroups and completes special projects.
• Generates a positive image for H&HS by communicating with internal/external customers in a timely and efficient manner.
• May address support staff coverage issues in absence of Administrative Services Manager and Administrative Services Supervisors.
• Serves as back up for Management Assistant and needed coverage throughout the department. Maintains regular and predictable attendance, works overtime/extra hours as required.
• Attends meetings to record discussions and actions. Composes minutes. May coordinate meeting times; send out mailings and correspondence regarding the meeting. Back up for all department meetings, including H&HS Board and Committee Meetings.
• Develops spreadsheets, flow charts, and presentation materials.
• Performs other duties as assigned.

• Associates degree in administrative assistance science or a related field, with three to five years administrative assistant experience, which includes handling confidential materials.
• Above average verbal and written communication skills and experience taking minutes.
• Advanced computer skills and the ability to train others in system usage are preferred; requires some accounting knowledge.
• Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

• Ability to operate a variety of office equipment including personal computer, calculator, FAX, photocopier, telephone, scanner, etc.
• Good communication skills, verbally and written in problem identification and solving with Health and Human Services personnel, County departments including Financial Services, Human Resources, County Board and Committee members and the general public
• Ability to operate software utilized by the department.
• Ability to transcribe and train in dictation and transcription.
• Demonstrated proficiency with department programs, typing and proofing/editing functions.
• Ability to work semi-independently making sound decisions using good judgment.
• Ability to comprehend and interpret a variety of documents including records, various internal and external reports, policy and procedure manuals, personnel and payroll forms.
• Ability to prepare various documents including letters, memos, expense vouchers and minutes.
• Ability to prepare a variety of documents including letters, general correspondence, reports and statistical reports.
• Ability to add, subtract, multiply, divide, and calculate decimals and percent's.
• Demonstrated reliability in attendance and flexibility to work hours