Administrative Assistant 2 Child Support

County of Door; Sturgeon Bay (WI); On-site; USD 38,000 - 48,000; Full time

Job summary

County of Door in Wisconsin seeks an Administrative Clerk to support the Child Support Agency with receptionist duties, client service, and confidential processing of documents.

You will coordinate with Clerk of Court staff, schedule appointments, prepare notices, and maintain accurate case records using Spillman and the case management system.

This role requires discretion, attention to detail, and the ability to work independently in a busy office.

Qualifications

• High school diploma or equivalent.
• At least 1 year of office experience.
• Ability to type at least 40 words per minute, verified by a standard keyboard test.

Responsibilities

• Serves as the agency receptionist, directing calls and scheduling appointments.
• Coordinates with Clerk of Court personnel to maintain accurate court calendars and scheduling.
• Manages agency appointment and court schedules, determining attorney presence requirements and remote appearances for incarcerated participants.
• Performs secretarial duties including filing, recordkeeping, and handling mail and supplies.
• Generates official communications and enters participant notations while securing related legal documents.
• Maintains CCAP/wiKIDS notifications and related documentation in policy-aligned ways.
• Oversees service of process and warrant management for child support cases.

Skills

Communication

Attention to Detail

Confidentiality

Technical Proficiency

Customer Service

Time Management

Interpersonal Skills

Independence

Education

High school diploma or equivalent

Typing 40 wpm (keyboard test)

Tools

Microsoft Office

case management system

Spillman

Job description

Job Summary

This position supports the effective operation of the Child Support Agency through administrative and client service functions. It serves as the first point of contact for clients and the public, facilitates communication between parties, and ensures timely and accurate processing of program activities in accordance with federal, state, and local policies. The role requires discretion, attention to detail, and the ability to maintain strict confidentiality.

Essential Duties & Responsibilities

1. Serves as the agency receptionist, directing phone calls, scheduling appointments, responding to routine inquiries, and updating participant contact information in the case management system.
2. Coordinates with Clerk of Court personnel, Judicial Assistants, and the Family Court Commissioner to maintain accurate court calendars and ensure proper scheduling.
3. Monitors and manages agency appointment and court schedules, determining attorney presence requirements and initiating remote appearances for incarcerated participants.
4. Performs secretarial duties including filing, recordkeeping, processing vouchers, handling check deposits and requests, managing mail, and ordering supplies.
5. Generates and distributes official communications including appointment letters, subpoenas, and genetic testing orders; enters Participant Protection notations and secures related legal documentation.
6. Collects DNA samples for genetic testing and ensures proper handling and submission to the laboratory.
7. Manages Consolidated Court Automation Programs (CCAP)/wiKIDS notifications and processes associated documentation in compliance with policy standards.
8. Oversees Service of Process and warrant management for child support cases, ensuring legal procedures are followed.
9. Monitors obituaries and jail rosters to update participant information and coordinate address changes using Spillman.
10. Coordinates court-related security concerns, documents security activities, and reports to the Sheriff’s Department.
11. Trains new staff in administrative procedures and ensures continuity in office functions.
12. Maintains physical and electronic records, ensuring case files and system entries are current and aligned with all communications and activities.
13. Maintains strict confidentiality and complies with all applicable privacy laws and departmental policies.

Key Competencies & Skills

• Communication: Clearly conveys procedural and legal information to clients, colleagues, and external agencies.
• Attention to Detail: Accurately processes legal and administrative documentation in compliance with established policies.
• Confidentiality: Maintains discretion in handling sensitive client and case information. Complies with all cyber security requirements.
• Technical Proficiency: Uses Microsoft Office, database programs, case management system, and Spillman effectively.
• Customer Service: Responds to public inquiries professionally and supports a positive image of the department.
• Time Management: Prioritizes and manages tasks effectively in a dynamic office environment.
• Interpersonal Skills: Demonstrates professionalism and tact in interactions with clients, staff, and officials.
• Independence: Works with minimal supervision, applying policies and procedures with sound judgment.

Required Education & Experience

• High school diploma or equivalent.
• At least one (1) year of office experience.
• Ability to type at least 40 words per minute, verified by a standard keyboard test.

Preferred Education & Experience

• Experience in a legal, governmental, or child support setting.
• Familiarity with the case management system, CCAP, or Spillman.
• Training in handling confidential or sensitive information.

Physical & Work Environment Requirements

Work is primarily performed in an office setting with minimal exposure to environmental discomfort. The position involves extended periods of computer and telephone use (over 75%), moderate movement within office facilities, and occasional handling of documents or equipment weighing up to 10 pounds. Regular interaction with the public and other County departments is required.

Emergency Response Statement

In an effort to provide for continuity of County government and to cope with the problems of the emergency, you may be required to work during a proclaimed state of emergency, consistent with Sec. 323.14, Wis. Stats. and County emergency management plans and programs.

Equal Opportunity Statement

Door County is an equal opportunity employer. We welcome and encourage applications from all qualified individuals, regardless of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, or veteran status.

Disclaimer

The above is intended to describe the general content of the requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. They may be subject to change at any time due to reasonable accommodation or other reasons.