Fiscal Assistant (Admissions)

The Department of Health & Human Services, Administrative Division is seeking a talented Fiscal Assistant to work in the Admissions Unit. Previous clinic or scheduling experience is beneficial, but not required.Â

This Fiscal Assistant Can Expect To Work At The Front Desk Within a Busy Outpatient Clinic Alongside Two Other Team Members. This Position Will

• Operate as part of a team that includes mental health professionals, psychiatric prescribers, nurses, and clients of all ages.Â
• Schedule appointments, check-in clients for a variety of services, answer questions related to services offered at Waukesha County, take messages for doctors and nurses, and enroll new clients for services.Â
• Work with insurance, use online insurance portals to verify benefits, accept co-pays, and review documents for accuracy and ensuring HIPAA protocols are followed at all times.Â
• Utilize office machines such as multi-line phone, copy/fax machine, and scanner and should be familiar with Microsoft Office products including but not limited to Word, Excel, Outlook, OneNote, Outlook, Teams, and the Internet.Â
• Expect to take a minimum of 50 calls per day from clients, social workers, police departments, insurance companies and pharmacies.Â
• Expect to read/respond to up to 75 messages per day.Â
• Require the ability to change focus at a moment's notice as objectives change depending on client needs.Â
• Require patience, professionalism, empathy, and multi-tasking skills.
  
  

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 (40 wpm). 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 20, 2025. Â

Under close supervision, performs a broad variety of technical work in a department, division, program, or other work unit within County government. Â Typical duties include preparing, processing, and maintaining a variety of financial records and reports, entering, verifying, and checking data, and processing financial accounts and records; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS

At this level, work involves routine, repetitive, and recurring tasks that require following standardized, sequential steps, processes, or procedures. Â Assignments are structured and specific guidelines are available in procedure manuals and/or written or verbal instructions. Â Deviations from standard practices require prior approval by the supervisor, who is generally available to answer questions and make decisions, or professional staff within the work unit.

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

• Greets and assists customers, in person, by telephone or by other methods to provide information, answer questions or directs to appropriate staff.
• Receives, records and processes payments and receipts in accordance with established processes and procedures and prepares related reports.
• Performs basic accounting tasks and transactions; maintains basic account records which may include expenditures, collections, revenue, or budget information.
• Creates, updates, and maintains basic spreadsheets for department/division files and records.
• Provides information and assistance to customers, clients, or staff.
• Identifies and researches discrepancies and takes appropriate corrective action.
• Prepares routine journal entries in department/division accounts as directed.
• Distributes or posts financial data to appropriate accounts and prepares simple reconciliations.
• Organizes and maintains files, scans documents, records and reports, copies materials, files paper and/or electronic information and distributes documents as necessary.
• Manages confidential and sensitive information and documents
• Prepares bank deposits.
• Performs cashiering and p-card transactions.
• Performs timekeeping and payroll duties.
• Utilizes HRIS and other department-specific software.
• Attends department/division meetings.
• Responds to and resolves basic inquiries or problems or directs to appropriate staff.
• Follows and adheres to County policies, procedures, and federal, state, and local regulations.
• Establishes and maintains effective, professional, positive, and respectful working relationships and communications 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 MS Office products or comparable office product, particularly Excel and Access.
• Working knowledge of accounting practices, procedures, methods, and equipment.
• Working knowledge of department/division requirements, policies, procedures, rules, laws, etc.
• Working knowledge of unique or specialized terminology specific to department/division operations.
• Working knowledge of specialized software programs, including County-wide financial systems.
• Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment.
• Working knowledge of computers and other technology needed to prepare documents, spreadsheets, financial records, and reports.
• Working knowledge of department specific programs.
• Ability to accurately perform intermediate arithmetic computations.
• Ability to prepare and maintain spreadsheets.
• Ability to make routine decisions using standardized policies and practices.
• Ability to maintain and enhance skills, participate in on-going training, and increase knowledge of County, department and division services, policies, and procedures.
• Ability to adapt to new department/division policies, procedures, programs, and environment.
• Ability to follow and understand oral and written instructions.
• Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other County departments/divisions, clients/customers, outside agencies, and the general public.
• Ability to work effectively as a member of a team and deal with people in an effective and timely manner.
• 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 organize and prioritize work.
  
  

You Must Meet These Minimum Education And Experience Requirements

• High School Diploma or GED.
• One-year of post high school work experience in finance or accounting.
• One-year of post high school education from a recognized college or university in accounting, finance, business, or a closely related field may be substituted for the work experience requirement.Â
  
  

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 café 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.Â

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.Â

For further information visit:Â 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.