Title: Administrative Assistant/ Receptionist
Location: Hayward, WI
This is an hourly, in-office position
Hours: 35 hours/week: M-F 8-4 PM (includes 60-minute lunch break) or 40 hours/week: M-F 7:30-4 PM or 8-4:30 PM (includes 30-minute lunch break). Alternative work schedules may be possible.
Advance Our Mission along with Your Career!
We currently have an outstanding opportunity for an Administrative Assistant/Receptionist who is looking to be part of a dedicated and mission-driven team while enjoying excellent benefits, advancement opportunities, and the chance to see how their work directly improves the health of their community.
Your outstanding customer service skills will be on display as you ensure the efficient operation of our Health & Human Services department and provide administrative support to our team. This is a fast-paced role with changing priorities, and no two days are ever the same as you organize meetings and travel arrangements, respond to inquiries, greet clients, answer phone calls, and support general office processes and systems. This position requires strong communication, time management, and organizational skills, along with the ability to make decisions with minimal supervision.
To be considered, qualified candidates will need a high school diploma or equivalent, with one or more years of experience performing complex office/administrative duties, preferably in a medical or health-related office setting. Demonstrated experience in a government agency preferred, but not required. Strong computer skills and knowledge of MS Office programs is required.
While you work with great people committed to providing meaningful resources to our community, your efforts will be recognized and rewarded. Our benefits make Sawyer County Health & Human Services an exceptional employer. Some of what we offer includes:
- Comprehensive benefits package including: vacation time, sick time, paid holidays; medical, dental, and vision coverage; disability insurance; life insurance; ambulance insurance and more.
- Training, development, and promotional opportunities
- Health Reimbursement Account with optional Flexible Spending Account
- Pension plan via the Wisconsin Retirement System
- Commitment to diversity, inclusion, equity, and a welcoming environment. Affirmative action commitment.
Please note: This posting is not meant to be an all-inclusive list. It presents highlights of the position’s scope and function and the candidates’ requirements and rewards.
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Sawyer County Position Description
Title: Administrative Assistant/Receptionist
Department: Sawyer County Health and Human Services
Reports to: Health and Human Services Deputy Director
Position Purpose:
Under the supervision of the Deputy Director, this position will provide clerical support to the Health and Human Services Department. The Administrative Assistant/Receptionist (AA/R) greets and directs all visitors, vendors and customers, handles incoming calls and performs general clerical duties, calling for familiarity with agency procedures. The AA/R integrates trauma informed care while serving others.
Duties and Responsibilities:
Job duties are assigned and the employee uses initiative to meet recurring objectives. The duties and responsibilities described are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
- Administrative Tasks: Handles offices tasks such as filing, generating reports and presentations, setting up meetings, and ordering of supplies. Collect payments from customers at the front desk; provide receipt(s). Provides clerical support to various agency departments including, but not limited to, economic support, CPS/YJ, APS, mental health and public health. Examples include making water test kits, scanning test results to appropriate locations and portals, verifying client health coverage in appropriate portals, scanning and/or entering data into electronic medical record, scanning/emailing various documents to appropriate portal/department, navigate and utilize various state and agency portals/systems including but not limited to electronic medical record system(s).
- Scheduling: Provides real-time calendar support for staff members by booking meeting rooms and preventing scheduling conflicts. Assess the needs of clients and refer to appropriate services within the agency which may include scheduling appointments for customer to meet with appropriate HHS staff. Makes travel arrangements such as booking flights, cars, and hotel reservations.
- Reception/Communication: Answers the agency telephone; screens phone calls and routes callers to the appropriate party based on public inquiries about agency services. Sits at front desk to assist customers with questions regarding permits, licenses, applications and any agency specific programs. Serves as primary liaison to vendors and internal customers. Makes outbound calls as needed to support the agency. Works closely with internal HHS staff and leadership. Represents the organization to numerous external partners statewide. May advise supervisor on matters of major impact to ensure conformity with agency goals and objectives. Serves as the primary clerical contact and information resource for the agency.
- Documentation/Correspondence: Uses computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research if needed. Assists in development and distribution of program reports and data. Mails, scans, faxes, and copies documents. Opens, sorts, and distributes incoming correspondence, and creates standardized letters, notices, forms, memos, and mass mailings. May input data into various agency systems using a variety of computer programs including, but not limited to, Power Point, Excel, Word, WordPerfect and specialized agency and state program portals/platforms/software.
o Environmental Health or Permitting Example: Issues, collects, organizes, and processes applications, permits, licenses and plans.
- Records Management and Release of Information: Creates charts for clients. Organizes, stores, and retrieves patient records in a compliant manner, including both electronic and paper formats. Maintains HIPAA standards related to Privacy and Security. Processes requests for patient medical records, ensuring appropriate authorizations are obtained. Generates reports based on patient data for quality improvement initiatives and administrative needs.
- Perform all other duties as assigned
Be available to work in the office during posted business hours, typically Monday through Friday from 8-4 PM.
COUNTY EMPLOYEES AS DISASTER SERVICE WORKERS
When a disaster strikes of natural or manmade origin, Sawyer County employees may be called upon to provide service to the community by assisting in emergency response efforts. This may require employees to work in other locations within Sawyer County and may be different working hours depending on the need.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
High school diploma or its equivalent and 1-2 years of office experience with computer use competency. An associate degree or higher is preferred, or an acceptable combination of education and experience.
Essential, Knowledge, Skills, and Abilities:
- Personal and professional integrity.
- Ability to read and comprehend instructions, and write short correspondence and memos.
- Self-directive, innovative, and able to exercise sound judgment.
- Ability to maintain confidentiality.
- Ability to perform basic mathematical functions including ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
- Proficiency and accurate in keyboarding skills; ability to operate a variety of office machines and computer equipment and programs.
- Must possess a high degree of organizational skills.
- Ability to work independently and use effective time management techniques.
- Ability to meet multiple timelines.
- Ability to communicate effectively through oral and written communication.
- Deal with sensitivity to the needs of people with different cultural, environmental, and social backgrounds
- Analyze data, problem solve, and make logical decisions.
- Write and prepare a variety of reports, records, and charts.
- Establish and maintain effective working relationship with others.
- Familiar with Power Point, Excel, and/or Word and preferably familiar with agency and/or state programs
- Accept agency philosophy, purpose, and objectives.
PHYSICAL AND MENTAL ABILITIES REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:
Physical Requirements
Ability to sit or stand for extended periods while performing duties. Ability to perform physical demands such as seeing and hearing to make judgments in the office.
Ability to operate a variety of office equipment including computer and software, typewriter, telephone, fax machine, calculator, and photocopier. Ability to coordinate eyes, hands, feet, and limbs in performing movements requiring moderate skill, such as typing. Ability to sustain prolonged visual concentration. Ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing, and pulling.
Environmental Adaptability
Ability to work under safe conditions where exposure to environmental factors such as repetitive computer keyboard use poses a very limited risk of injury.
CLOSING STATEMENT:
This description has been prepared to assist in evaluating responsibilities, duties, and skills of the position. The duties listed above are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the county and employee and is subject to change by the county as the needs of the county and the requirements of the position change.
Selection Guidelines
Formal application, clerical testing, rating or education and experience; oral interview and reference check. A state background check is required.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Sawyer County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with representatives of Sawyer County.
