Administrative Assistant - Aging/ADRC

Juneau County, WI; Mauston (WI); On-site; USD 38,000 - 48,000; Full time

Job summary

Juneau County ADRC seeks an administrative support professional to provide courteous customer service to residents and to assist with essential office tasks. The role includes data entry, records maintenance, mail handling, and support for payroll and transportation coordination.

The position requires knowledge of office procedures, strong organizational skills, and the ability to work with diverse departments. Occasional after-hours work may be needed in peak periods.

Qualifications

• Knowledge of administrative policies and procedures.
• Knowledge of current office practices and procedures and operation of standard office equipment and software.
• Knowledge of county, state, and federal programs pertaining to regulations.
• Ability to utilize various computer software programs that are department-specific.

Responsibilities

• Provides first line customer service to internal and external customers; greets, receives and screens visitors and customers.
• Addresses and resolves customer questions/concerns as able and refers complex inquiries to appropriate staff.
• Sorts, copies, and distributes correspondence and mail; retrieves, delivers, and sends faxes.
• Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Assists with recording meeting minutes and distributes them.

Skills

Time management

Customer service

Record keeping

Attention to detail

Education

High School Diploma

Tools

Office software

Job description

POSITION SUMMARY

This position provides administrative support to the Agingand Disability Resource Centerand provides courteous and efficient customer service to Juneau County residents.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

Not all duties may be assigned to each position. The allocation of duties for this position will be dependent upon the department assigned.

• Provides first line customer service to internal and external customers; greets,receivesand screens visitors and customers.
• Addresses and resolves customer questions/concerns as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes.
• Composes general correspondence and reports; proofreads and edits documents.
• Assists with recording meeting minutes for various committees and distributes them to the committees and posts in designated areas or formats.
• Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic filing, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.
• Handles mail pick-up, deliveries, and distribution.
• Organizes and maintains resource information in a variety of formats.
• Maintains usage and inventory records; orders department-specific supplies.
• Receives, processes, posts, and distributes receipts, expenditures, encumbrances, cash, money orders, invoices/fees, etc. for assigned department.
• Participates in Staff Development/Professional Development training as needed.
• Assists other department personnel during peak periods of work or for absences.

• Other duties as assigned.
• Assists with bi-weekly payroll as needed.
• Prepares monthly payment sheets and vouchers for reimbursement of volunteer drivers for the finance department.
• Maintains ADRC vehicle maintenance records and repairs.
• Arranges and coordinates transportation assistance for ADRC consumers in need of transportation services for medical, nutrition, shopping, and personal business matters.
• Provides support and assists as needed with daily Senior Nutrition meal count orders and modifications to counts with nutrition site managers and contracted food vendor(s). Follows up on canceled meals or clients not home; calls for welfare checks.
• Coordinates registration for driver safety course; schedules tax assistance appointments during tax season.
• Assists with entering Open Enrollment client information and runs Plan Finder reports as needed.
• Manages loan closet, tracks incoming/outgoing equipment, and ensures equipment is usable and in good repair.
• Provides support and assists as needed with the ADRC homepage on the Juneau County website.
• Provides support and assist sas needed with office record keeping, daily, monthly, quarterly, and yearly reports and billing for third party reimbursement of transportation and home delivered meals.
• Assists with scheduling tax assistance appointments as well as Medicare Open Enrollment appointments during peak season.

EXPECTATIONS

• Interprets and applies Federal, State, municipal, and Department rules, regulations, and policies.
• Attends work regularly and is punctual.
• Behaves professionally and presents an appropriate standard of grooming, hygiene, and dress that align with health and safety standards.
• Conducts self in such a way as to reflect positively on the County.
• Fosters positive working relationships and accepts new responsibilities.
• Learns and understands the safe practices for the job being performed and complies with the safe work practices and personal protective requirements for the job.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of administrative policies and procedures of the County.??
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Knowledge of county, state, and federal programs pertaining to regulations and mandates under which the department functions.
• Knowledge of the occupational hazards of the work and necessary safety precautions.
• Ability to utilize various computer software programs that are department-specific.
• Ability to understand and follow simple oral and written instructions and adhere to prescribed departmental routines.
• Ability to maintain accurate records of assigned activities.
• Skill in time management; prioritizing duties to accomplish a high volume of quality work product requiring minimal supervision.
• Ability to define problems, exercise sound judgment, and address a variety of situations successfully.
• Knowledge and ability to follow the policies and practices contained in the County Personnel Handbook.
• Ability to work the allocated hours of the position and respond after hours if needed.

MINIMUM REQUIRED QUALIFICATIONS

• High School Diploma/equivalent and one (1) year of clerical/accounting work experience; or an equivalent combination of education, skills, knowledge, and abilities may be considered for the job.
• Must successfully pass a criminal background check per department requirements.
• Must be certified in Basic Lift Support,‘Stop the Bleed,’ and Narcan rescue by a time frame designated by the County(Health Department).

PREFERRED QUALIFICATIONS

• Experience using cash registers and credit card machines.

• Experience with real estate document preparation (Register of Deeds).
• Experience in business/office management (Extension/Veterans).

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.? Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions as otherwise required by law. ?Employees needing reasonable accommodation should discuss the request with Human Resources.?

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands and fingers to handle or feel, and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work is generally in a moderately noisy office setting.?
• May require dealing with persons who are hostile or verbally aggressive, posing threatening conditions.