What are the responsibilities and job description for the Administrative Specialist (Economic Support Services) position at Waukesha County Human Resources?

Description

FUNCTION OF THE JOB : This position acts as the Administrative Specialist embedded in Economic Support Services for the Waukesha County Department of Health and Human Services at the Human Services Center (HSC). This position performs skilled administrative support work providing a variety of intermediate administrative, program or technical operations, prepares and maintains a variety of detailed records, reports and files, assists staff with programs and projects, provides information, solves problems, responds to inquiries and performs related work as required.

SPECIFIC DUTIES OF THE POSITION : The specific duties of the Waukesha County Department of Health and Human Services (WCDHHS) Administrative Specialist - Embedded in Economic Support Services include :

Triaging unassigned inbox for family / EBD cases
Completing case transfers
Managing caseload assignments
Attending ESS team meetings
Scheduling childcare assistance appointments
Opening scheduling calendars
Providing back-up support to ESS Administrative Assistant staff members (2)
Providing back-up reception coverage to the ESS lower-level and main Human Services Center reception desks
Updating and maintaining job specification manual
Follows and adheres to County policies, procedures and federal, state, and local regulations
Ability to type 45 WPM
Performs other duties as apparent or assigned

Waukesha County offers a comprehensive compensation and benefits package including excellent health / dental / vision, life insurance, generous paid time off (vacation, 10 holidays, 3 floating holidays, ample accrued sick time that rolls over each year), an exceptional pension plan with employer match and lifetime retirement payment plus an optional tax advantaged 457 retirement savings plan. Employee well-being is promoted through a balanced work-life culture and through an exceptional employee wellness program that offers a variety of programs and tools to help promote an employee's wellness and health, including an on-site health & wellness clinic.

Prior to hiring , the successful candidate will be subject to work / education / certification reference(s) verification, a criminal background and driver's license check.

Applicants who meet the minimum training and experience requirements will receive an email invitation to participate in online skills testing which includes keyboarding (45 wpm), basic Microsoft Word, and basic Microsoft Excel. Please check your email regularly for status updates and instructions on next steps. Online skills testing must be completed no later than 4 : 00 PM on Monday, January 13th.

Example of Duties

Under general supervision, performs skilled administrative and / or program support work in a department, division, program, or other work unit within County government. Typical duties include : prepares and maintains a variety of detailed records, reports and files, collects and disseminates data and information, responds to customer / client concerns and questions, performs basic cash management functions, assists staff with programs and projects, provides information, solves problems, responds to inquiries and performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS

At this level, work is performed independently. Assignments are varied, involving different and / or unrelated processes and methods that require evaluation of alternate courses of action. Latitude to select the most appropriate methods and tools to get the work done are made within established administrative guidelines, regulations, or instructions. The incumbent normally receives little instruction on day-to-day work and receives general instructions on new assignments. The incumbent seldom refers matters to supervisor except for clarification of policy or resolution of unusual matters.

The following list of duties and responsibilities are commonly performed by a position at this level, but are not necessarily required of all positions.

Performs all functions of Administrative Assistant.

Performs basic cash handling tasks and transactions and maintains account records which may include expenditures, collections, or budget information.

Prepares, researches, analyzes, and organizes information to produce a variety of documents, reports, informational materials, statistics, or other materials for the department.

Creates, updates, and maintains a variety of spreadsheets, databases, and applications; prepares reports, tables, and charts.

Evaluates, establishes, and maintains complex files and filing systems pertaining to the area of responsibility.

Identifies, responds to, and resolves inquiries and issues utilizing knowledge of the department programs and operations.

Provides information and assistance to customers, clients or staff regarding department programs and / or requirements, operations, policies and procedures.

Organizes and schedules meetings or events including meeting room set-up, technology, communication etc.

Identifies and resolves basic problems and refers more complex questions or concerns to appropriate staff.

Establishes and maintains effective, professional, positive, and respectful working relationships and communicates internally, with other County Departments / Divisions, clients / customers, outside agencies, and the general public.

Performs other duties as apparent or assigned.

QUALIFICATIONS

Essential Knowledge and Abilities

Considerable knowledge of standard office practices, procedures, and techniques.

Considerable knowledge of business English, spelling, grammar, and punctuation.

Considerable knowledge of and proficiency in MS Office products or comparable office programs, word processing, spreadsheet, and some database knowledge.

Considerable knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department / division specific equipment.

Considerable knowledge of department requirements, policies, procedures, rules, laws, etc.

Working knowledge of basic math.

Working knowledge of department specific programs.

Working knowledge of unique or specialized terminology specific to department / division operations such as legal, law enforcement, health care, health insurance, environmental health, human resources, and budget.

Some knowledge of basic bookkeeping or accounting.

Ability to analyze, research and interpret complex documents, information, policies and procedures.

Ability to prepare and comprehend complex documents, correspondence, information, and reports.

Ability to analyze and resolve problems.

Ability to access and navigate the Internet, County or department-specific applications or programs.

Ability to follow and understand advanced oral and written instructions.

Ability to work independently and as a member of a team and deal with people in an effective and timely manner.

Ability to establish and maintain effective, professional, positive, and respectful working relationships, and communicates internally, with other County Departments / Divisions, clients / customers, outside agencies, and the general public.

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.

Ability to make routine decisions using standardized practices.

Minimum Qualifications

You must meet these minimum Education and Experience requirements :

High School Diploma or GED.

Two years post high school work experience providing administrative support.

One year of recognized post high school training in business, administrative professional, or closely related field may substitute for one year of the work experience requirement.

Supplemental Information

About Us :

Waukesha County prides itself on operating in a business-like manner and is recognized as a leader delivering high quality services with competence and skill. With our vision of "Leading the Way", we value teamwork and collaboration, ethics and diversity, communication, efficiency and cost savings, innovation, and the wellbeing of our staff and the citizens we serve. Employees are provided professional development opportunities and encouragement to learn and practice continuous improvement and LEAN principles as we regularly ask ourselves "Is there a better way?"

Location :

Located in the City of Waukesha, our campus offers an on-site cafe and fitness center, free parking, and easy access to interstate highway systems. Waukesha County offers a perfect blend of urban and rural living where one can enjoy the benefits of quiet rural lake communities or opt for nearby attractions that the greater Milwaukee area offers including vast beach and park systems, public markets, performing arts, music festivals, and sports including the Milwaukee Admirals, Brewers, Bucks, Wave, Marquette University Golden Eagles and the UW-Milwaukee Panthers Basketball programs.

EEO / AA :

Waukesha County is committed to equal opportunity and nondiscrimination in employment and adheres to all Federal, State and County Equal Employment Opportunity laws, policies, plans, rules, regulations and ordinances. The County recognizes and accepts its important leadership role in providing for equal employment / service opportunities for minorities, women, and persons with disabilities. It is the express policy of Waukesha County to promote equal employment opportunity among all who are employed by Waukesha County and who seek employment with Waukesha County.

For further information visit : https : / / www.waukeshacounty.gov

The County does not sponsor applicants for work visas.

Applicants must be currently authorized to work in the United States on a full-time basis.

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