ADMINISTRATIVE ASSOCIATE IV - PROJECT

Winnebago County, Wisconsin; United States; On-site; USD 55,886,476 - 75,531,052; Full time

Job summary

Winnebago County seeks an Administrative Associate IV - Project at the Courthouse to train and oversee Administrative Associate II staff, ensure accuracy in data entry, and monitor adherence to state and federal timelines. The role focuses on processing applications, scanning documents, and maintaining front desk procedures with a focus on confidentiality and accuracy.

Responsibilities include supervising training, auditing entries, generating reports for performance measures, and ensuring

Qualifications

• High school diploma required.
• Associate’s degree preferred in legal studies, social services, human services, public administration, or a similar field of study.
• Ability to obtain and maintain access to Federal Tax Information (FTI).

Responsibilities

• Trains Administrative Associate II staff and provides feedback on daily duties.
• Performs quality assurance checks on incoming cases to ensure data entry accuracy.
• Ensures compliance with state and federal policy timelines and processing guidelines.
• Manages imaging, scanning of confidential documents, and front desk procedures.

Education

High school diploma

Associate’s degree preferred in legal studies, social services, human services, public administration, or a similar field of study

Job description

POSITION TITLE

Administrative Associate IV - Project

LOCATION

Winnebago County Courthouse

HIRING RANGE

$22.93

STATUS

Full Time

HOURS PER WEEK

40

WORK HOURS

7:45am - 4:45pm; June through January 4 th , 2027

DEPARTMENT

Child Support

PAY BASIS

Hourly

PURPOSE AND SUMMARY

Trains new Administrative Associate II employees in their daily duties. Performs quality assurance checks on incoming cases to confirm data entry accuracy. Ensures state and federal policy guidelines and timelines are being met for processing applications. Ensures scanning is completed timely and accurately.

ESSENTIAL FUNCTIONS

• Provides training and feedback to Administrative Associate II staff; assists in processing incoming referrals from Economic Support, Child Welfare, and applications. Coordinates the scanning of confidential documents into imaging database.
• Runs reports and analyzes data for the office to ensure compliance with state and federal policy.
• Works with management staff on developing, updating, and maintaining processes for front desk duties and office imaging. Documents and oversees the implementation of new procedures.

ADDITIONAL ESSENTIAL DUTIES

• Provides assistance navigating complex cases and policy questions as they arise; assists in resolving complex customer issues; and ensures consistency among the unit.
• Updates training manual and communicates changes to procedures.
• Responsible for the accurate imaging of program documents.
• Facilitates monthly DNA collection clinics.
• Runs data reports to improve agency performance measures and compliance with policy.
• Oversees processing of incoming and outgoing mail.
• Maintains a calm and organized reception area.
• Audits application entries and imaging documents for accuracy. Prepares reports for staff and supervisor on results of the audits.
• Provides excellent customer service.
• Performs other related duties as may be assigned.

WORK RELATIONSHIPS

• Reports to Office Supervisor.
• Works with staff of the Child Support department, other County employees, and the public.

REQUIRED EDUCATION, EXPERIENCE, TRAINING, AND CERTIFICATION

• High school diploma required.
• Associate’s degree preferred in legal studies, social services, human services, public administration, or a similar field of study.
• Ability to obtain and maintain access to Federal Tax Information (FTI).

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of current compilations of State and Federal program policies and procedures.
• Knowledge of legal procedures, legal terms, legal documents and Court practices.
• Ability to interpret and apply complex rules, regulations, guidelines and statues.
• Demonstrate proficient organizational skills with the ability to work independently with minimal supervision utilizing independent judgment, initiative and discretion.
• Ability to maintain professionalism and confidentiality in order to address sensitive and complex issues, of personnel matters and case records or complaints, calmly and tactfully.
• Ability to comply with state and federal mandates and imposed deadlines.
• Ability to deal effectively and cordially with the general public.
• Strong written and verbal communication skills including listening skills.
• Computer skills including facility with Microsoft Office applications and ability to learn and use software.

PHYSICAL REQUIREMENTS

• Ability to perform most work from a sedentary position.
• Ability to function in situations encountered in a normal office setting.
• Ability to use standard office equipment including telephone, computer, printer, photocopier, and scanner.
• Ability to travel to other County departments and locations.