Part-Time Office Assistant (Mental Health Division)

Outagamie County; Appleton (WI); On-site; USD 21,000 - 28,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

Outagamie County in Wisconsin is seeking an Office Assistant to support the Department of Health and Human Services. The role encompasses a broad range of general and specialized administrative tasks and offers cross-training within other divisions.

You will engage with the public by phone and in person, manage files, prepare documents, enter data, and handle routine financial and office tasks while maintaining confidentiality and accuracy in a fast-paced environment.

Qualifications

• High school diploma or GED required; two years of office experience preferred.
• Experience with Word, Excel, transcription, scanning, and public contact is preferred.

Responsibilities

• Effectively communicating with the public, greeting and directing visitors, answering multi-line calls, and referring to services as appropriate.
• Gathers and documents information to determine client enrollment; schedules appointments; enters data into systems and case files.
• Prepares and edits documents including correspondence and reports from notes or dictation using word processing software.
• Opens, maintains, and closes files; performs file maintenance and destruction; scans documents into electronic files.
• Develops and maintains spreadsheets, creates charts, and generates reports.
• Processes mail and distributes materials according to standard procedures.
• Handles paperwork for the assigned division; prepares legal documents and processes court documents as needed; coordinates with clients and court staff.
• Completes background checks and performs notary duties.

Skills

Customer communication

Data entry

Document preparation

File maintenance

Spreadsheet creation

Mail handling

Notary duties

Education

High school diploma or GED

Tools

Word

Excel

Transcription

Scanning

Job description

The Office Assistant performs a variety of general and specialized administrative functions to assist the Department of Health and Human Services with providing services to the public. Office Assistant staff will be cross trained within other divisions of Health and Human Services.

What Does Success Look Like in Your First Year?

In your first year, you’ll build strong relationships with a diverse range of customers and become a trusted resource through exceptional service—both by phone and in person. Success in this role means confidently navigating a fast-paced environment, adapting to a variety of customer needs, and providing friendly, professional support in every interaction.

Hours:

Mondays 3:00 p.m. - 7:00 p.m.

Tuesdays 12:30 p.m. - 4:30 p.m.

Wednesdays 12:30 p.m. - 4:30 p.m.

Thursdays 12:30 p.m. - 4:30 p.m.

Fridays 12:30 p.m. - 4:30 p.m.

*This position does offer a comprehensive benefits package. Want to learn more?

Learn more today by visiting: https://www.outagamie.gov/Our-County/Human-Resources/Employee-Benefits-Information

The following duties are most critical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Effectively communicating with the public. Greeting and directing the public, providing program information, answering multi-line telephone, taking messages, making referrals to other services when appropriate, and otherwise assisting the public.
• Gathers and documents information to determine client enrollment into programs. Schedules appointments. Enters data and program specific information into various computer systems, programs, and case files.
• Prepares, edits and revises various documents including correspondence, reports, meeting minutes, questionnaires, etc., from handwritten notes, recorded voice dictation, meeting information, or prior documents, using typewriter or computer and word processing and speech recognition software.
• Opens, maintains, and closes electronic or hard copy files/charts. Performs file maintenance and destruction following applicable policy and procedure. Scans documents into electronic case files.
• Develop and maintain spreadsheets, create charts and tables, or generate reports.
• Process, distribute, and/or scan mail following standard procedures.
• Processes paperwork specific to the assigned division. Prepares legal documents and processes paperwork for court actions. Opens and files court documents as appropriate. Coordinates serving the client with court documents.
• Completes background checks and performs notary duties.
• May provide financial assistance functions to Department and/or clientele including depositing checks and allowances, setting up and maintaining payment accounts, preparing bills, handling petty cash and maintaining associated records, preparing billing statements, preparing requisitions or purchase orders.
• Maintains inventory of office and computer supplies, forms, papers, verify bills when received, and arranging for payment.

• Minimum of a high school diploma or GED equivalent with at least two years of office experience.
• Experience in Word, Excel, machine transcription, scanning, and public contact preferred.
• Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
• Must possess and maintain a valid driver's license. (Requirement specific to the Mental Health and Youth and Family Services divisions.)

• Knowledge of and ability to use modern office practices, procedures, and equipment.
• Skill in operation of computers and software programs utilized by the department.
• Demonstrated ability to type a minimum of 45 wpm with 95% accuracy.
• Effectively communicate in English. The ability to understand and follow written and oral instructions.
• Determine priorities, multi-task, plan and organize work schedule to meet deadlines and goals.
• Respect individual and their differences, and work with members of all socioeconomic groups.
• Maintain confidentiality and accountability
• Establish and maintain effective working relationships with co-workers, other county and department employees, and the general public.
• Ability to add, subtract, multiply, divide, and figure simple mathematical calculations.
• Ability to lift, carry, push, pull or otherwise move up to 20 pounds. Understand and use proper body mechanics.