Child Support-Administrative Specialist

Eau Claire County; Eau Claire (WI); On-site; USD 38,000 - 52,000; Full time

Job summary

Eau Claire County's Child Support Agency seeks an Administrative Specialist to greet clients, answer inquiries, and manage frontline intake both in person and by phone. The role supports staff with correspondence, data entry in KIDS, and basic office operations.

Responsibilities include scheduling, travel arrangements for trainings, maintaining records, notary duties, and ensuring courteous, efficient service while upholding privacy and legal requirements.

Qualifications

• High school diploma or equivalent.
• At least 1 year of experience in an office setting involving public interaction.
• Ability to obtain criminal background check and fingerprinting.
• Valid driver’s license and access to private transportation.
• Notary Public or eligibility within 6 months of hire.
• Typing speed 55 wpm.

Responsibilities

• Greet customers and respond to information requests at the receptionist counter.
• Answer calls on a multi-line telephone and route inquiries.
• Prepare correspondence, reports, and charts for leadership.
• Enter data in KIDS and maintain up-to-date records using Word/Excel.
• Assist with scheduling meetings and travel arrangements for trainings.
• Manage office supplies, invoices, and record retention.
• Notary duties for the agency.
• Follow records management procedures.

Skills

Customer service

Receptionist duties

Data entry

Notary

De-escalation techniques

Social media for business

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

KIDS data system

Online programs

Job description

The Administrative Specialist - Child Support performs office reception and clerical support duties for Child Support Agency staff including answering central telephone console, responding to requests for information, providing necessary applications for service, referring customers, and preparing correspondence and reports. This position acts as the face of the Child Support Agency by greeting all customers via phone or in-person and providing responsive, courteous, and efficient service.

• Demonstrates positive customer service; greets the public at the receptionist counter; uses multi-line telephone to answer incoming calls; responds to questions and assists clients regarding child support issues; sends out child support applications within designated timeline; advises callers of necessary documents required to accomplish desired results; refers public to appropriate agencies depending on their needs.
• Follows standard office practices and procedures to sustain effective department operations; prepares and coordinates all correspondence, reports, and charts requested by Child Support Director, Assistant Corporation Counsel, and Child Support Specialists; scans documents to and manages electronic case files for the Child Support Coordinator and Director; sorts and distributes incoming mail, voicemail, and faxes; assists with scheduling meetings, planning departmental events, and making travel arrangements for trainings and conferences; orders and maintains inventory of office supplies, genetic testing supplies, and forms; maintains and monitors invoices for office supplies and printing services.
• Reviews and manages multiple projects with minimal supervision to expedite workflow and achieve greater departmental performance and productivity; adapts to changes in priority to meet deadlines.
• Operates personal computer to enter, retrieve, and complete data entry using standard and specialized software and online programs; documents all interactions with customers in the State of Wisconsin Kids Information Data System (KIDS); utilizes Microsoft Word and Excel software and KIDS to maintain up-to-date records and prepare/create reports; requests birth cost information from electronic data system and records responses received; enters and updates addresses, employment information, general testimonies, and dispositions postmaster verifications in KID; prepares voluntary paternity acknowledgment forms; processes health insurance information forms accurately in KIDS for reimbursement.
• Performs various records management duties complying with established guidelines; creates new paper files; prepares retention, destruction, and preservation schedules; coordinates arrangements for the proper treatment of records.
• Performs queries, compiles data, and generates accurate reports for departmental staff; runs daily, weekly, monthly, quarterly, and annual case management reports and distributes such reports to the assigned workers.
• Receives, documents, and distributes pro-se motions and stipulations applying knowledge of legal terminology, court orders, and legal procedures.
• Sets up and assists with audio/visual equipment.
• Acts as Notary for the Child Support Agency and general public.
• Performs other related duties as required or assigned.

• High school diploma or equivalent.
• One (1) year of experience in an office setting primarily performing standard office support duties and involving working and communicating with the public.
• Appointment will be conditional upon successful completion of a Department of Justice criminal background check and fingerprinting.
• Must have valid driver's license, an acceptable driving record, and access to private transportation for work-related duties.
• Must possess and maintain personal automobile insurance in the amount of $100,000/$300,000.
• Notary Public or eligibility to become a Notary Public within six (6) months of hire and maintain thereafter during employment.

• Keyboarding skills of 55 wpm.
• Previous clerical experience dealing with the legal community.
• Training or experience in de-escalation and motivational interviewing techniques.
• Work related experience using social media outlets such as Facebook, Twitter, and LinkedIn for business use.