Administrative Assistant

Job Posting End Date:

Worker Sub-Type:

Scheduled Weekly Hours:

Come work at a place where innovation and teamwork come together to support the most exciting missions in the world!

POSITION SUMMARY:

The full-time administrative assistant is a member of the administrative unit in the Marathon County Social Services Department. This individual will work as a member of a six (6) person team providing administrative support to staff who provide eligibility for public assistance and provide child welfare services. Duties include, but not limited to, greeting, and registering visitors/clients who meet with staff, answering incoming agency phone calls and redirecting to appropriate staff, preparing documents for court, typing a variety of documents, data entry, completion of programmatic intake & related tasks, retrieving and redacting records, electronic and physical filing, creating, and maintaining Excel spreadsheets and Word documents, projects as assigned. The position requires a dependable, flexible, well organized, detail-oriented individual with excellent oral and written communication skills, solid interpersonal skills, customer service-focused, team-oriented, and strong computer skills.

This is a full-time position, working 40 hours per week, working staggered start times on a weekly rotation:  7:30 a.m. to 4:00 p.m. and 8:00 a.m. to 4:30 p.m.

This opportunity may offer a future blended work schedule combining work-from-home days and work-in-office days during each work week upon successful completion of training and meeting the WFH space requirements for confidentiality purposes. The blended work schedule is subject to the team being fully staffed and trained to make available a blended work rotation schedule for all members of the team to participate in working a blended work schedule should they desire to do so.

As an employee of the Department of Social Services and Marathon County, you will play a crucial role in managing and safeguarding confidential and sensitive information.  This position requires a high level of impartiality, integrity, neutrality, and confidentiality.

QUALIFICATIONS:

High school graduation or equivalent. One-year general office or administrative support experience required. A vocational diploma or associate degree in a directly related field may substitute for the experience. Proficiency in Microsoft Word and Excel required.

EXAMPLES OF WORK PERFORMED:

• Provides administrative unit triage services working at the front desk including greeting, registering, and assisting clients and visitors as well as answering and re-directing incoming agency calls and scheduling of meeting rooms.

• Provides support services using Microsoft Office applications (Word, Excel, PowerPoint, Publisher) and other specialized software applications.

• Performs tasks in a team environment, including rotating tasks and desks.

• Performs a wide variety of administrative work including, but not limited to, data entry, scanning, physical filing, copying (using multi-function devices), collating, mailing, distributing, and faxing various documents.

• Perform data entry using spreadsheets and other database programs i.e., time sensitive data entry into state system to complete child protective service referrals/reports and youth justice referrals/reports, entry of case notes, etc.  Compiles data as needed.

• Completes intake and related tasks for Children’s Long-Term Support and Foster Care Program, including requesting and providing background check information and birth certificates.

• Assists in maintaining on-site car seat inventory and on-site storage of youth belongings.

• Retrieving and redacting records

• Operates a computer to produce general and statistical reports, correspondence, documents, and other typed materials.

• Maintains a filing system and sorts items into accessible computerized or paper files.

• Assists other administrative staff in completing special projects.

• Provides cross-training to team members.

• Provides service to internal and external customers as needed.

• Operates varied office equipment such as a copier, fax machine, monitoring security camera views related to front desk tasks, etc.

• Develops solutions to work issues that add value for our customers.

• Participates in establishing professional development goals that are supportive of broader County goals.

• Maintains regular and predictable attendance working staggered start times on a weekly rotation:  7:30 a.m. to 4:00 p.m. and 8:00 a.m. to 4:30 p.m.

• Performs related work as required.

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to work in a fast-paced teamwork environment maintaining friendly focus on customer service while achieving expected outcomes i.e., quality and productivity.

• Solid skills to interact professionally with a variety of customers/clients in person and over the phone.

• Knowledge of general office procedures and standard recordkeeping procedures.

• Knowledge of correct grammar and spelling.

• Skill in completing basic arithmetical computations and keeping a variety of records.

• Skill in various computer applications.  Ability to quickly learn new software applications.  Basic knowledge of computer functions and operations.

• Ability to learn multiple step administrative procedures.

• Ability to follow established procedures in an orderly and logical manner and stick to prescribed routines without frequent supervision or specific assignment.

• Ability to understand and follow written and oral instructions.

• Ability to provide cross-training.

• Ability to establish and maintain effective working relationships with other employees and the public.

• Ability to concentrate on moderately routine work and work free of error in certain repetitive tasks requiring a high degree of accuracy.

• Ability to maintain confidentiality.

• Ability to accept behavior from the public professionally and not interpret behavior as being personally directed at agency staff.

• Understands the County's and department's mission, core values, plans, and priorities for the future.

• Ability to contribute to a positive work culture that fosters excellent customer service and teamwork.

COMPENSATION:

Starting hourly rate: $17.57 - $19.68 Marathon County benefits: https://www.marathoncounty.gov/about-us/careers/employee-benefits

Special Accommodations:

Marathon County will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Employee Resources Department office or phone (715) 261-1451 to request special accommodations prior to the application deadline.

Notice to Applicants:

Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant’s application, records, recommendations, and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the County not provide access to this information.  If you choose not to have this information become a public record, you must make such a request in writing to the Employee Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law

Salary : $18 - $20