Program Assistant - ADRC

Dodge County; Town of Necedah (WI); On-site; USD 28,000 - 30,000; Part time

Job summary

Dodge County seeks a part-time, non-exempt Office Assistant to support Human Services & Health. The role schedules appointments, answers phones, greets visitors, processes payments, maintains records, and assists with mail, supplies, and reporting.

The position supports nutrition programs, distributes menus and meal-site information, coordinates transportation, updates databases, and helps produce newsletters and marketing materials while ensuring accessibility and professional conduct.

Qualifications

• Must pass caregiver and criminal background checks.
• 2 years of clerical support/receptionist experience or equivalent.
• Proficient in basic office software and record-keeping.

Responsibilities

• Greet visitors, answer phones, and route inquiries within the department.
• Process payments, maintain records, and manage office mail and supplies.
• Coordinate appointments, scheduling, and travel arrangements.
• Prepare routine documents, newsletters, and marketing materials.
• Support nutrition program activities and distribute program information.

Skills

Customer service

Organization

Verbal communication

Written communication

Education

High School diploma or equivalent

Tools

Microsoft Office

Job description

Status: Part Time, Non-Exempt. Starting Wage: $20.46/hr.

Department/Shift: Human Services & Health.

Position Open Until Filled - Application Review Date: September 16, 2026.

Monday - Friday: 9:00am - 1:00pm.

ESSENTIAL FUNCTIONS

1. Greets and assists visitors. Notifies office staff of visitors, appointments, or schedules appointments as appropriate.
2. Answers phone calls and routes within the assigned department as appropriate.
3. Responds to inquiries regarding programs, services, or complaints and refers individuals to appropriate staff.
4. Assists with mail distribution.
5. Orders office and miscellaneous supplies as directed.
6. Coordinates repair service for multifunction machines and vending machines as required.
7. Schedules appointments, conference rooms, and vehicles or transportation, as required.
8. Creates, proofs, edits, and/or formats routine correspondence, newsletter articles, etc.
9. Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
10. Performs routine office clerical functions; opens and distributes office mail; files, faxes, and photocopies documents; maintains office supplies, materials, and equipment.
11. Receives and processes payments, applying payment to proper account, and providing receipt of transaction when necessary.
12. Provides backup assistance to other Department personnel as needed.
13. Other duties as assigned.
14. Provides support to the nutrition program:
    • Enrolls individual in the senior dining program.
    • Distributes monthly menus to ADRC partners (libraries, stores, media).
    • Reports meal site counts to catering service.
    • Orders supplies for meal sites.
    • Provides dining center staff with required information and forms.
15. Assists with distribution of farmers market vouchers.
16. Verifies new transportation rider eligibility and establishes accounts. Assists with coordinating transportation requests.
17. Prepares, posts, distributes, and tracks computerized agenda documents, information packets and public notices. Records minutes as needed.
18. Assists with creating and editing written and electronic marketing materials outlining the programs and services offered through the ADRC.
19. Organizes and maintains all resource information in a variety of formats - files, brochure racks, displays, website, computer database, printed directories, handouts, etc.
20. Contacts local resources to collect and update information on available resources.
21. Disseminates programming information in a variety of formats such as radio, website, newspapers, print material ,and social media sites.
22. Maintains and updates the ADRC website and other social media platforms in accordance with County policy. Ensures there are no accessibility barriers by people with disabilities.
23. Organizes, edits, and provides content for monthly newsletters in each county. Works with internal staff and vendor on layout and production of the newsletters.

REQUIRED JOB COMPETENCIES

• Creativity and knowledge of design concepts for creating communication materials such as brochures, flyers, displays, etc.
• Knowledge of community resources and effective marketing strategies.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Knowledge of computer software including word processing, spreadsheet, and database applications consistent for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely, and effectively in English in both written and verbal form.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.

PHYSICAL AND WORK ENVIRONMENT

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• 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 preparing and analyzing written or computer data and observing general surroundings and activities.
• Work is generally in a moderately noisy office setting.

Dodge County is an Equal Opportunity Employer. Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Accessibility Accommodation for Applicants

Qualifications

Education

High School (required)

Experience

Must successfully pass caregiver and criminal background check. (required)

2 years: High School Diploma/equivalent and two (2) years' previous clerical support/receptionist experience. Equivalent combination of education and experience which provides necessary knowledge, skills, and abilities may be considered. (required)

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.