What are the responsibilities and job description for the Administrative Assistant III Part-Time - Aging & Disability Resource Center position at Chippewa County?
JOB SUMMARY
The job duties of the Administrative Assistant III include but are not limited to ensure that documents, reports, and data are completed accurately, timely, and efficiently; to work independently in a customer service and administrative professional position; to participate in workgroups and teams; and to provide responsive, courteous, and efficient customer service to County residents and the general public.
This position is part-time, scheduled approximately Monday – Friday 5-6 hours per day. Working an average of 28 hours per week.
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Application Deadline: Wednesday, April 30th 2025 at 4:30 PM.
Interviews will be conducted on Tuesday, May 6th 2025.
DUTIES AND RESPONSIBILITIES
The duties described below are indicative of what the Administrative Assistant III will be asked to perform. This job description is to incorporate any county ordinances created for the position of Administrative Assistant III. This is not an exhaustive list of job responsibilities and therefore other duties may be assigned:
Administrative Functions:
- Respond to and communicate effectively to customer phone calls, walk-ins, and emails in a timely, courteous and professional manner, while ensuring confidentiality and HIPAA compliance
- Provide accurate and timely information and assistance to customers with attention to appropriateness and volume of information provided
- Work closely with ADRC team to identify overlapping processes or duplication of effort and assist in developing/revising department procedures for increased division efficiency.
- Work with other divisions in order to reduce barriers in meeting customer’s needs/outcomes, and quality improvement projects. Participate in departmental meetings for communication purposes, identify and analyze problems, and recommend solutions.
- Work with medical providers and options counselors to obtain medical records and store in designated secure location to maintain HIPAA compliance.
- Prepare and accurately complete documents, reports, data entry, and perform other administrative professional functions as requested and necessary to meet the needs of the residents of Chippewa County, ADRC customers and department staff.
- Assist in gathering information from customers for the purposes of Meals on Wheels referrals and Café 60 program.
- Record information accurately and efficiently via an electronic data management system or other computer software programs.
- Process Meals on Wheels and other donations to ensure timely deposits of checks are made.
- Update Resource Guide, document wall, and other materials used in delivery of customer service.
- Prioritize tasks to ensure all work is completed in a timely manner to meet all deadlines.
- Participate and contribute to workgroups and teams; assist with coordination of workgroups or team meetings as requested.
- Assist manager and colleagues with special projects and events as requested.
- Maintain records for designated programs and schedule destruction annually based on program retention rules.
- Assign payment codes to invoices prior to submitting to fiscal for payment.
- Coordinate with Administrative Assistant Team for customer service/reception coverage.
- Schedule appointments for staff and/or customers in electronic calendar system when requested.
- Participate in trainings and learning opportunities for professional development and enhancement of skills.
- Participate in ADRC strategic planning and engagement activities.
- Other duties as assigned by the division manager.
Customers:
- All prospective, current or past DHS consumers.
Team Members:
- Any professional or paraprofessional we work with in the serving of consumers.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required at the time of hire or for the continuation of employment.
EDUCATION AND/OR EXPERIENCE:
- Associate degree in a clerical field required.
- Three (3) years of recent related work experience in a Secretarial /Administrative Assistant position required.
- A valid driver’s license required.
Salary : $23 - $25
