Administrative Assistant II – OPC Scheduling/Reception

Getactivewoodcounty; Wisconsin Rapids (WI); On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Wisconsin Retirement System (WRS)

457 deferred compensation plan

Vacation and Sick Time

10 Paid Holidays

Flexible Spending Account

Life Insurance

Short and Long-Term Disability

Wellness Incentive Plan

Public Student Loan Forgiveness (PSLF)

Job summary

Wood County Human Services Department seeks a detailed clerical specialist for the Outpatient Clinic. You will manage the appointment calendar, greet clients, screen calls, process payments, and input sensitive data following HIPAA guidelines.

The role requires a high school diploma (secretarial degree preferred) and strong typing, organization, and confidentiality. Day-to-day tasks include records handling and basic admin support across teams.

Qualifications

• High school diploma or equivalent required; secretarial/administrative degree preferred.
• Typing speed 45 wpm; ability to learn and use office software.
• Ability to follow oral/written directions and maintain confidentiality.

Responsibilities

• Maintain appointment scheduling calendar for OPC services.
• Answer multi-line calls; greet clients; direct inquiries to staff.
• Process payments and input client information per HIPAA rules.
• Back up clerical staff; support clinicians and management as needed.
• Ensure records are stored, scanned, and destroyed per policy.

Skills

Typing 45 wpm

Confidentiality

Independent work

Time management

Education

High School Diploma or Equivalent

Secretarial/Administrative Associate Degree preferred

Tools

Phone system

Computer

Printer

FAX machine

Copy machine

Calculator

Job description

Wood Countyis an Equal Opportunity Employer (M/F/D/V).

Location: River Block Building - WR

FT/PT: Full-time 38.75hrs/week - WRS Eligible

Deadline to apply: 10/12/2026

Hiring Range: $21.39 to $24.19/hr

Job Responsibilities

WHO WE ARE:

The Wood County Human Services Department has great passion for helping the members of our community. As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality services is a shared goal across all departments. If you have a background in a clerical background, please consider joining our team!

WHAT WE OFFER:

• Health Insurance - we offer low premiums and low deductibles, with excellent coverage!
• Dental Insurance
• Vision Insurance
• Wisconsin Retirement System (WRS) - This is one of the best-funded public pension plans in the U.S.!
• 457 deferred compensation plan
• Vacation and Sick Time - Start accruing for both on your first day!
• 10 Paid Holidays
• Flexible Spending Account to set aside pre-tax dollars for childcare and medical expenses
• Life Insurance
• Short and Long-Term Disability
• Wellness Incentive Plan
• Public Student Loan Forgiveness (PSLF) program

GENERAL FUNCTION

This position directs and receives all clients in person and by phone for all services provided within the Wood County Human Services Outpatient Clinic (OPC). Provides support to clinicians, nurses, psychiatrists, supervisors and management. Receive calls, check in appointments, and monitor the waiting area during all operating hours which include some evening hours with minimal supervision. Direct and schedule clients requesting mental health and AODA services. Direct clients requesting information on adult protective, child abuse and neglect or other services, including crisis intervention and children with disabilities to appropriate parties. Analyze and assess clients' needs and refer to the appropriate person or department, provide follow up when needed. Receive payments, scan and input sensitive client information into the database while following state and federal HIPPA guidelines and county policies and procedures in a large, open waiting area.

RESPONSIBILITIES

A.ESSENTIAL FUNCTIONS

1. Maintain the appointment scheduling calendar in the database for all Outpatient Clinic services. Work with management and clinic staff to coordinate changes in services, staff availability, and all information accurately in the database.
2. Daily appointment reminder phone calls.
3. Answer multiple telephone lines to screen and direct calls to the appropriate staff person. Greet clients and visitors. Schedule client appointments and staff appointments, meetings and groups. Handle routine inquiries from public and staff, direct clients to appropriate staff members.
4. Build and maintain scheduling structure for each provider as needed. This would include scheduling meeting rooms and technological needs.
5. Facilitate and provide information to clients on various information packets for multiple agency programs. This would include copying additional packets as needed, occasionally creating flyers, signage or pamphlets for the outpatient clinic.
6. File documents and records as appropriate, use electronic scanning software integration with client records and other applications.
7. Organize, file, and maintain all Outpatient Clinic closed files, follow all state and federal regulations and county and department policies on the handling, storage and destruction of records. Track and record all placement of records on-site within the database noting when each record is destroyed.
8. Take payments and issue receipts.
9. Update and maintain cancellation and waitlists for Outpatient Clinic services.
10. Process credit card payments and reconcile all credit card transactions on a weekly and monthly basis
11. Process incoming and outgoing Releases of Information (ROI) and ensure compliance with state and federal rules related to disclosure of records
12. Serve as backup for other clerical staff.
13. Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.

B.OTHER JOB DUTIES

1. Attend Department and Division meetings.
2. Promote the Mission, Vision, and Values of the Department.
3. Any other duties as assigned.

Job Qualifications

High school diploma or equivalent, preferably supplemented by completion of a secretarial or administrative assistant associate degree; or three (3) years secretarial/office work experience required. Typing skills of 45 w.p.m. Ability to accurately operate a computer and software and other equipment as specified, and to learn any upgrades and changes which may occur. Basic everyday living skills are needed, as is the ability to understand and follow oral and written directions. Reading and writing, adding and subtracting skills are necessary to communicate orally and in writing (prepare reports, take messages, schedule appointments and collect payments. Ability to work independently with minimal supervision, prioritize tasks, work efficiently, meet time constraints and remain flexible under pressure. Maintaining confidentiality is critical. Ability to work effectively with co-workers, and is always congenial with the general public.

Basic office equipment used: multi-line telephone, computer, printer, FAX machine, copy machine, and calculator.