Program Assistant II

Fond du Lac County; Fond du Lac (WI); On-site; USD 22,041 - 30,307; Full time

Job summary

Fond du Lac County is seeking an administrative support staff member for the Child Support Department. The role involves front-desk duties, greeting clients, managing mail, and updating client data in KIDS and related systems.

The position requires high school graduation, basic office skills, and the ability to handle confidential information in a deadline-driven environment within the county office setting.

Qualifications

• High school diploma required.
• General office experience desirable but not required.
• Ability to interact with program participants and the public, often in stressful situations.
• Ability to operate office equipment and maintain confidentiality.

Responsibilities

• Opens office daily at 7:45 a.m. and completes opening tasks.
• Greets visitors and directs to appropriate staff or department.
• Receives, sorts, and distributes mail and prepares deposits weekly.
• Updates and maintains client information in KIDS and related systems.
• Prints and distributes weekly/monthly reports to staff for performance tracking.
• Maintains conference room reservations and coordinates training and travel as needed.
• Performs basic budget-related data entry and supports Director with documentation.

Skills

Diversity competency

Oral communication

Interacting with clients

Typing speed 40 wpm

Education

High school diploma

Tools

KIDS Information Data System

File Director

WI CCAP e-filing system

State portal reports

Job description

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

• Must be able to demonstrate multicultural/diversity competency while adhering to all county, state and federal laws and guidelines.
• Opens office daily 7:45 a.m. and completes all opening tasks. Checks jail list for any clients that are in jail for our due diligence warrants. Notifies appropriate case manager of the jail and bail client.
• Manages counter traffic. Greets visitors and program participants, notifies appropriate staff or directs to other departments. Takes messages and notifies case manager.
• Receives, sorts and distributes daily incoming mail.Gathers, sorts and delivers daily outgoing mail and interoffice correspondences.
• Updates addresses, employers and other information in KIDS (KIDS Information Data System) statewide computer system for child support.
• Accepts program fees, prepares receipts, and prepares deposits weekly.
• Creates and indexes all new cases into File Director in a timely manner. Classifies, organizes and images legal documents, correspondence and financial information for cases to maintain a paperless filing system.
• Dispositions returned process service papers in KIDS, uploads to WI CCAP e-filing system and submits invoices for payment.
• Publishes final daily FCC court calendar and disburses it to all appropriate case managers, FCC’s office and Assistant Corporation Counsel.Also produces all required payment histories for scheduled hearings.
• Maintains reservations for both agency’s conference rooms with other departments and agency staff members.
• Troubleshoots staff’s computer problems and if needed submits task ticket to I.T. for issues to be corrected.
• Troubleshoots any copier problems and if needed calls for service.Escorts service personnel through security check point and explains the problem to technician.
• Prints weekly/monthly reports from the state portal and disburses them to the correct staff to improve the agency’s performance.
• Researches open employment opportunities in the Fond du Lac area.Updates listings on Fond du Lac County Child Support Department’s website and prints hard copies for clients at the front counter.
• Maintains supplies inventory and orders supplies, as needed.Prepares purchase orders and check requests as needed.
• Makes necessary conference/training reservations, lodging and transportation accommodations.
• Photocopies payment coupons, literature and forms as needed and facilitates maintenance of copy machine.
• Distributes incoming faxes and incoming agency’s e-mail to the correct worker.
• Compiles information needed by Director to complete budget.Also consults with Director for year-end supply orders, account balances and outstanding invoices.
• Maintains documentation of authorized access list of visitors that enter the agency’s office to meet Federal Guidelines.Processes required sign-in sheet for visitors.
• Must run tests of office panic alarms with the Sheriff’s Department on a monthly basis.
• Monitors that the staff is meeting the required timelines for the mandated Civil Rights/Safeguarding Tax information/Confidentiality training.Also monitors staff’s notary commissions for required renewals.

Desirable Knowledge and Abilities:

General understanding of computer databases.General knowledge of legal processes.Ability to interact with program participants and the general public that are often angry, hostile and confrontational.Ability to communicate effectively orally, both in person and on the telephone.Ability to operate a variety of office equipment including: copy machine, calculator and computer (minimum of 40 wpm).Must be able to maintain confidentiality of information and records.

Training and Experience:

Graduation from high school.General office experience desirable but not required.

In evaluating candidates for this position, the County may consider a combination of education, training and experience which provides the necessary knowledge, skills and abilities to perform the duties of the position.

Employment eligibility is contingent on a favorable rating as a result of a DOJ and FBI fingerprint background check; and verification of eligibility to work in the United States by completing USCIS Form I-9.