What are the responsibilities and job description for the Program Assistant II position at Fond du Lac County, WI?
Description
Under the supervision of the Child Support Director, greets program participants, notifies appropriate staff or directs participants to other departments. Answers phone and directs calls. Receives and distributes incoming and outgoing mail and interoffice correspondence. Classifies, organizes and images case files. Receipts fees and prepares deposit. Prepares purchase orders, maintains supplies inventory and processes invoices. Operates copy machine and fax machine and trouble shoots when items are not working.
Examples of Duties
- 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.
- Receives, sorts and distributes daily incoming mail. Gathers, sorts and delivers daily outgoing mail and interoffice correspondence.
- Updates addresses, employers and other information on KIDS (KIDS Information Data System) statewide computer system.
- Accepts program fees, prepares receipts, and prepares deposits weekly.
- Receipts cash child support payments at the counter, completes appropriate paperwork to deposit with Fond du Lac County Treasurer and requests check from Fond du Lac County Finance Dept. Sends check to WI Support Collection Trust Fund with correct payment coupon.
- 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 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 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 fax/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’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.
Typical Qualifications
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 fax machine, copy machine, calculator and computer (minimum of 40 wpm). Must be able to maintain confidentiality of 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.