Office Associate - Child Support

Are you skilled in reception, data entry, or front desk operations? We are currently seeking motivated individuals to join our team. If you possess experience in these areas and thrive in a dynamic environment, we encourage you to apply.

Douglas County offers a competitive benefits package including, but not limited, to:

• Annual wage increase based on eligibility
• Paid, on-the-job training and advancement opportunities
• 85% county contribution to health and dental premiums
• Health Savings Account (HSA) available to all employees enrolled in the county's medical plan, with annual contributions provided by the employer and the health plan
• Wisconsin Retirement System (WRS)- One of the leading retirement systems in the nation- Contributions are paid according to current year rates set by Wisconsin Department of Employee Trust Funds (refer to www.etf.wi.gov for further detail)   
• County paid life insurance policy with coverage equivalent to annual salary (affordable Supplemental, Additional, and Spousal/Dependent life insurance available at employee’s expense)
• Competitive paid time off including vacation, sick time, personal days and holidays
• Public Student Loan Forgiveness (PSLF) qualifying employer

This position provides multi-faceted administrative support functions and customer service to the Child Support Department while providing services in a professional, confidential, and ethical manner in accordance with State and Federal Statutes.

• Acts as receptionist. Greets visitors/clients. Takes and relays messages. 
• Operates multi-line telephone; screens and directs telephone calls. 
• Performs customer service tasks such as providing information to visitors and callers including information on process, application for services, referral to other departments or outside agencies, and explaining child support procedures to customers. 
• Performs case interface initiation functions, which includes accessing state reports through the KIDS and CARES systems, analyzing data for correctness and duplication, and verifying assignment of correct case type and correct participant status. Refers cases to appropriate case worker. 
• Review CWW to determine participant and case eligibility for child support or when an existing case requires updates. 
• Perform investigative searches in all State and Federal systems for information, utilize and understand policy and law, act on worklist items under established State and Federal timeframes and create case records. 
• Reviews and works assigned periodic case management reports. Determines and performs appropriate activities accordingly. 
• Obtains information from clients for the completion of forms, documents and records.
• Assists other department personnel and supervisory personnel with various administrative detail, maintain and update records or written and computerized materials. 
• Creates and maintains files and departmental records by filing documents, sorting and/or destroying closed files according to Federal guidelines.
• Ensures physical files are up to date with changes from KIDS System.
• Performs data entry into the KIDS system and maintains accurate records of communication.
• Generates letters, correspondence, reports and other documents from wiKIDS.
• Performs locate functions within the KIDS system and/or manually, which includes using various local, state, interstate and federal resources, accessingstate reports, retrieving appropriate data, and confirming data through telephone calls or written correspondence with public and private entities.
• Assembles information packets to distribute to clients.
• Maintains information on several types of computer software, word processing, records management, spreadsheets. May update lists and other department records. 
• Maintains the agency stock of brochures, forms and handouts, and reorders as necessary.
• Makes copies of documents and distributes as appropriate.
• Receives and records payments, issues receipts. 
• Runs financial records for customers.
• Updates and/or provides demographic data for Child Support Investigators as requested.
• Processes case applications and referrals.
• Assists with department applications and other related duties.  
• Opens, date stamps, sorts and distributes mail, as well as processes outgoing mail.
• Delivers and receives documents between the Child Support Agency and other County Departments.
• Sorts and files written materials/records. 
• Orders and maintains inventory of office supplies.
• Operates a variety of office equipment such as computer systems, multi-line telephone, fax machine, calculator, department audio/visual equipment, and photocopier.
• Performs other duties as required.

*Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Required: Must possess High School diploma or equivalent. 

Successful adjudication of State Department of Justice (DOJ), Federal Bureau of Investigations (FBI) fingerprints and criminal background check pursuant to Internal Revenue Service (IRS) 1075 Publication are required due to access to Federal Tax Information (FTI).  (at the time of hire and every 4.5 years, thereafter)

Preferred: Graduate from a vocational or accredited technical college with one year computer or office support experience, preferred. Legal or previous work-related experience with the State Court system desirable. 

Any combination of education and experience that provides equivalent knowledge and abilities to perform the essential duties of the job.

Language Ability and Interpersonal Communication:

• Ability to work with customers that are non-cooperative or upset and the ability to work in a stressful, fast paced environment. 
• Ability to perform data analysis including the ability to review, classify, categorize, and/or reference data, statues and/or guidelines and/or group, rank, investigate and diagnose.  
• Ability to process, calculate, compute, summate, and/or tabulate data and/or information. 
• Ability to provide guidance, assistance and/or interpretation to others, such as co-workers and clients, on how to apply policies, procedures and standards to specific situations. 
• Ability to utilize a variety of advisory data and information such as computer software, operating manuals, department records, forms, ordinances, schedules, lists, procedures, guidelines and non-routine correspondence. 
• Ability to communicate orally and in writing with department personnel, department visitors, county officials and the general public.
• Ability to utilize critical thinking skills, maintain high work standards and flexibility
• Demonstrates attention to detail 
• Demonstrates initiative in coordinating and problem solving and self-motivation.
• Confidentiality required.
• Team oriented and strong inter-personal relation skills; 

• Ability to work independently and exercise discretion and judgment.
• Ability to work with a high degree of accuracy in performing job duties and meeting timeliness in a high volume environment
• Ability to communicate effectively by telephone, through correspondence, or personal contact.

• Ability to independently organize and prioritize work activities within required timelines
• Ability to establish and maintain effective working relationships with county departments
• Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles.
• Proficient in computer skills to include Microsoft Office products, with Word and Excel 
• Accurate keyboarding ability
• Knowledge of modern office and departmental practices and procedures, business English and spelling, and legal terminology
• Ability to interpret instructions furnished in written, oral, diagram or schedule form. 

Mathematical Ability: 

• Ability to add, subtract, multiply, divide and calculate percentages, fractions, and decimals. 
• Ability to interpret basic descriptive statistical reports. 

Judgment and Situational Reasoning Ability:

• Ability to independently make decisions regarding work priorities 
• Ability to apply principles of rational systems.
• Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form. 
• Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objective. 
• Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against measurable or verifiable criteria. 

Testing may be administered to assess skills and abilities necessary to perform the essential duties of this position.   Structured interview, references and/or background investigation.

Douglas County is an Affirmative Action/Equal Opportunity Employer. 

Salary : $19 - $20