Administrative Support Specialist

Adams County Government; Town of Friendship (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

Adams County Government in Wisconsin seeks an intermediate skilled administrative worker to assist the public, manage mail, answer phones, and support multiple departments. This role requires confidentiality, accuracy, and the ability to coordinate with staff and residents.

The successful candidate will have a high school diploma or GED and moderate clerical experience, a valid Wisconsin driver's license, and familiarity with security and privacy protocols to protect sensitive information.

Qualifications

• High school diploma or GED; clerical experience preferred.
• Ability to handle confidential information and HIPAA familiarity.
• Valid Wisconsin driver's license.
• Strong written and verbal communication skills.

Responsibilities

• Interacts with the public by phone or in person; directs to correct division.
• Receives deliveries and manages mail, emails, scans, and faxes.
• Coordinates schedules and makes reminder calls as needed.
• Collects and files data from diverse individuals and organizations.
• Back-up for first point of contact and assists coworkers.
• Maintains department confidentiality and data security.

Skills

Communication skills

Organizational skills

Attention to detail

Multitasking

Customer service

Verbal and written communication

Education

High school diploma or GED

Tools

MS Office

Office equipment

Job description

Performs intermediate skilled administrative work assisting the general public with inquiries, and redirecting inquires to the appropriate staff person, managing incoming and outgoing mail, answering phones, emails, scans, and faxes, collecting and storing files and documentation, and related work as apparent or assigned. Work is performed under the limited supervision of the Health and Human Services Director.

It is unlikely an employee will perform all the duties listed on a regular basis, nor is the list exhaustive in the sense it covers all the duties that an employee may be required to perform. The examples are merely indicative, not restrictive.

1. Interacts with the public by phone or in-person; directs individuals to the correct division or community resource for services needed.
2. Receives deliveries; manages incoming and outgoing mail, emails, scans, and faxed documents; collects payments, provides receipts, and prepares deposits.
3. Coordinates schedules and appointments; makes reminder calls as needed.
4. Collects and files data from a variety of individuals and organizations.
5. Assists co-workers when required; serves as a back-up for the first point of contact.
6. Assists Adams County residents with department process inquiries.
7. Maintains confidentiality with client information and records in compliance with HIPAA.
8. Provides departmental administrative support to all divisions and assists with data entry.
9. Performs other related functions and duties as assigned or required.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

High school diploma or GED and moderate experience in clerical and administrative operations, or equivalent combination of education and experience. Valid driver's license in the State of Wisconsin. Possession of Federal Bureau of Investigation Fingerprint-Based Criminal Background Check, Wisconsin Department of Justice Criminal History Record, Internal Revenue Service's Safeguarding Federal Tax Information and Program Security, and Confidentiality training upon hire. Obtain Bureau of Child Support and Wisconsin Department of Children and Families training within 6 months of hire.

OTHER KNOWLEDGE, SKILLS & ABILITIES

Familiar with County and department policies and procedures to include emergency and inclement weather policies; ability to prioritize and manage multiple, concurrent projects; attention to detail and ability to effectively organize time and anticipate, plan and successfully respond to changing circumstances; ability to provide department-wide service assistance; thorough knowledge of office support services; ability to make arithmetic computations using whole numbers, fractions and decimals; ability to operate and use standard office equipment; knowledge and ability to use standard office and position-specific software; ability to effectively communicate both verbally and in writing; ability to type accurately and at a reasonable rate of speed; ability to establish and maintain effective working relationships with co-workers, supervisors, other departments and the general public. Must be familiar with security practices of the courthouse as well as office security, file security, client confidentiality and the well-being of agency staff.

PHYSICAL DEMANDS

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, lifting and repetitive motions; 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 observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Exposure to bloodborne pathogens is considered low for this position.