Office Operations Assistant - Nursing Office

State of Wisconsin; Madison (WI); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

Vacation time

Paid holidays

Health plan

Pension plan

Well Wisconsin Wellness

Employee assistance program

Public Service Loan Forgiveness

Job summary

The State of Wisconsin, Department of Health Services at Mendota Mental Health Institute, seeks an Office Operations Assistant to support the Nursing Department. The role includes coordinating staffing, developing weekly schedules, and reviewing time reports in a healthcare setting.

Pay is $23.16 per hour with comprehensive benefits. A 12‑month probationary period applies, and employment requires a background check and TB testing before start date.

Qualifications

• Experience providing administrative support (e.g., emailing, greeting visitors, scheduling meetings).
• Experience with fiscal administrative tasks (e.g., handling cash, reconciling receipts, purchasing supplies).

Responsibilities

• Coordinate staffing for the Nursing Department and develop weekly work schedules.
• Examine staffing coverage and review time reports to ensure proper coverage.

Skills

Administrative support

Fiscal administration

Job description

Introduction

The Department of Health Services (DHS), Mendota Mental Health Institute (MMHI) is currently recruiting for an Office Operations Assistant. The position will work a schedule of 12:00 pm – 8:30 pm, Monday-Friday. Flexibility in scheduled hours may be discussed further in the interview process.

MMHI is located on the north side of Madison and offers a beautiful campus environment, convenient free parking and an onsite workout facility. MMHI is an inpatient psychiatric facility, with one outpatient program, and is an integral part of the entire Wisconsin mental health service delivery system. Our overall service delivery goal is to provide specialized services in treatment, research, training and consultation.

MMHI is part of the Division of Care and Treatment Services (DCTS). DCTS is committed to helping all state residents live their best lives through an interconnected web of behavioral health services. Watch this video to learn more about the work of DCTS.

As an employee of the State of Wisconsin, you'll have access to an amazing benefits package, including:

• 3.5 weeks of vacation, 9 paid holidays and ample sick time; limitations may apply for leave time usage in the first six months.
• Top rated health plan options starting at $47/month for single plans and $117/month for family plans, after 2 months of state service.
• Exceptional pension plan with a 7.25% employer match in 2027 with lifetime retirement payment. Plus, a tax advantaged supplemental retirement savings plan which allows you to save money directly from your paycheck for retirement. Use this Total Rewards Calculator to see the total value of our competitive benefits package!
• Several flex spending accounts: medical, dependent care, commuter, parking and High-Deductible Health Savings.
• Well Wisconsin Wellness Program.
• A free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall well-being.
• Public Service Loan Forgiveness Program employer.

Position Summary

As the Office Operations Assistant, you will perform administrative support tasks critical to the operation of the Nursing Department. This includes coordinating institution-wide staffing for the Nursing Department, including developing weekly work schedules, examining staffing coverage, and reviewing time reports.

Salary Information

Pay for the position is $23.16 per hour, plus excellent benefits. A 12-month probationary period is required.

Pay for current or former state employees will be set based on the rules that apply to compensation for the applicable transaction. This position is classified as an Office Operations Associate and in pay schedule and range 02/10.

Job Details

All applicants who may be appointed to this position will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.

All appointees will be required to receive a TB test, which will be administered by MMHI or medical personnel approved by the facility prior to their start date.

DHS does not sponsor work visas for this position, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I‑9 form upon hire. DHS is not an E‑Verify employer nor a STEM‑OPT eligible employer.

Qualifications

Minimally qualified applicants will have all of the following:

• Experience providing administrative support (e.g. emailing correspondence, answering inquiries, greeting visitors, scheduling meetings, etc.).
• Experience with fiscal administrative tasks in a business setting (e.g. handling cash, performing calculations and transactions, purchasing office supplies, reconciling receipts, etc.).

Well-qualified applicants will also have one or more of the following:

• Experience working with confidential information and maintaining confidentiality of sensitive information.
• Experience performing staff timekeeping functions (e.g. reviewing schedule changes, reconciling timecards and reports, entering data into scheduling program, posting schedules, etc.).
• Experience working in a hospital or medical clinic.

Your letter of qualifications and resume are each limited to two (2) pages. For a guide on developing your resume and letter of qualifications and what should be included in these materials, click here.

DHS is an Equal Opportunity and Aff… Veterans are encouraged to apply. For complete information on Veterans’ hiring programs with the WI Department of Veteran’s Affairs, click here.

Deadline to Apply

The deadline to apply is November 9th by 11:59 pm.

Applicants are strongly encouraged to allow ample time to finalize their applications keeping in mind that technical assistance is only available Monday through Friday 7:45 am – 4:30 pm. Late or incomplete applications will not be accepted.