Administrative Professional II

Rock County; Janesville (WI); On-site; USD 25,000 - 36,000; Full time

Job summary

Rock County is seeking a detail‑oriented clerical associate to provide front desk coverage for the Aging & Disability Resource Center (ADRC) within the Human Services Department. The role involves greeting visitors, handling mail, and supporting data entry into the EHR system.

The position also includes routine office support, assisting with events, meetings, and vendor coordination, and maintaining office supplies and equipment.

Qualifications

• High school diploma with business coursework.
• Must type at least 40 net words per minute.
• Five or more years of responsible office work experience.
• Valid driver's license.
• Ability to multi-task and maintain confidentiality.
• Experience with Microsoft Word, Excel, and Outlook.

Responsibilities

• Greet clients and visitors; provide front desk coverage and manage lobby.
• Prepare, distribute and file inter-office and incoming mail.
• Enter and update client information into the EHR and Laserfiche.
• Distribute monthly satisfaction surveys and enter results in a spreadsheet.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Electronic Health Records

Data entry

Confidentiality

Education

High school diploma

Business college coursework

Tools

Laserfiche

Database software

Job description

Provides clerical support and front desk coverage to the Aging & Disability Resource Center (ADRC) within the Human Services Department (HSD). Supports and promotes the Mission, Vision and Guiding Principles of the HSD. Performs in a manner consistent with the HSD Professional Standards and
"Commitment to my Co-Workers".

20% - Provides front desk coverage to the Aging & Disability Resource Center within the Human Services Department.

• Greets clients and other visitors; completes demographic form, notifies staff or coverage of their presence.
• Monitors lobby activity.
• Keeps the lobby area neat and clutter free; promotes a welcoming environment.
• Prepares, retrieves and distributes inter-office and in-coming U.S. mail.

• Answers the phone line for internal calls.
• Works with the ADRC Community Coordinator in maintaining stock of publications and brochures within the resource room.
• Participates in building safety procedures and alerts

35% - Provides data and information management support to the Aging & Disability Resource Center.

• Opens/closes APS episodes; enters and updates client information into the Electronic Health Records (EHR) .
• Scans/uploads documentations from client case files into EHR and Laserfiche.
• Prepares and distributes monthly satisfaction surveys. Enters results in spreadsheet.

35% - Provides general clerical support to the Aging and Disability Resource Center.

• Assist the program leadership and staff in routine office administration.
• Assist with preparation of events and meetings including outreach to vendors, reservations, registration, and set-up/take down.
• Type a variety of correspondence: letters, memorandums, newsletters, reports, forms and other documents as needed.
• Assemble meeting agenda materials and distributes to appropriate individuals.
• Organizes/prepares Aging & Disability Resource Center committee meetings including room reservations, virtual meeting links, record/types minutes and distributes board packets and agendas using Civic Clerk.
• Assist with multiple mass mailings for ADRC staff and clients.
• Order, receive, and stock office supplies.
• Process requisitions for purchase.
• Responsible for duplicating requests and maintains upkeep of multifunction printer and other office equipment.

5% - Performs other duties as assigned.

• Knowledge of various software programs, including but not limited to Microsoft Word, Excel, and Outlook.
• Knowledge of Electronic Health Record Systems.
• Knowledge of general current office practices, procedures and familiarity with standard office equipment.
• Knowledge of business English, spelling, grammar and punctuation.
• Ability to understand and effectively carry out oral and written instructions.
• Ability to maintain a high level of confidentiality.
• Ability to multi-task and perform a wide range of clerical duties accurately.
• Ability to establish and maintain effective public and working relationships.
• Skill in maintaining a high degree of accuracy and completing data and records.
• Work requires familiarity with departmental policies and procedures.
• Graduation from high school supplemented with pertinent course work at a business college or vocational school.
• Experience with a variety of computer programs to include but not limited to databases, access, excel, word, website and related department software programs.
• Must be able to type a minimum of 40 net words per minute.
• Five or more years ofresponsible office work experience, or any equivalent combination of training and experience which provides the above knowledge, abilities and skills.
• Valid driver's license.

Physical Elements:

• Ability to stand, walk and sit.
• Ability to exert 20 lbs of force occasionally or up to 10 lbs of force frequently.

Use of Equipment:

• Ability to use computer and computer keyboard, telephone, copier/fax machine

Working Conditions:

• Almost all indoor work in an office setting.
• Potential interactions with clients that may be unpredictable resulting in a high stressed environment.
• A valid driver's license to get between county buildings is required.