Position Title: Administrative Assistant II
Reports to: Human Services Department – Integrated Aging and Disability Resource and Commission on Aging Center (ADRC/COA) Assistant Director
FLSA Status: Nonexempt
County Status: Regular Full-Time Employee (40 Hour Work Week)
Pay Grade/Pay Structure: G
I. Position Summary
This position works under the direct supervision of the Human Services Department – Integrated Aging and Disability Resource and Commission on Aging Center (ADRC/COA) Assistant Director
and performs a wide variety of clerical and administrative support to the Human Services Department – Integrated Aging and Disability Resource and Commission on Aging Center. This position is responsible for handling phone calls, greeting and assisting walk-in customers, answering general and case related questions, and directing inquiries to proper staff or resources.
II. Essential Functions and Primary Duties
The following documents the general nature and level of responsibility associated with this position. It is not intended to be a comprehensive list of all activities, duties and responsibilities. Further, it is not intended to limit or modify the right of any supervisor to assign, direct and monitor the work of employees under their supervision.
- Takes phone calls and returns messages, answers department related questions, and provides appropriate information to clients. Relays information and messages to the appropriate worker as necessary.
- Schedule, register and assist clients
- Must adhere to strict confidentiality and IRS safeguarding requirements.
- Prepares ads, news releases, brochures and flyers for the Human Services Department – Integrated Aging and Disability Resource and Commission on Aging Center
- Creates vouchers and processes vouchers through appropriate action
- Assists with administering various grant programs as required by the departments
- Prepares committee/board agendas, properly posts meetings, and attends meetings. Responsible for recording and preparing the minutes of meetings as required.
- Preparation of financial and statistical reports, all administrative reports, quarterly reports and all other fiscal or statistical reports as may be required.
- Review timecards, leave forms and personal expense vouchers; enter data on payroll spreadsheet; after approved by (Department Head or Supervisor) and submit to County Payroll Clerk for payroll processing.
- Assist and works with Director, Finance Administrator, and County Clerk on budget, payroll tracking and grants.
- Assist the Financial Administrator with collection and submission of grants.
- Processes invoices for timely payment and with correct account information and tracks payments.
- Prepares correspondence for Human Services Department – Integrated Aging and Disability Resource and Commission on Aging Center in a timely manner, as directed.
- Prepares travel requisitions and arranges travel for staff.
- Completes assigned tasks and reports within the required time frames set by law, regulation, or policy.
- Copying, faxing, scanning, filing, and use of all other office equipment as needed.
- Maintains and submits orders for office supplies along with monitoring complete inventory.
- Reviews published fact sheets, bulletins, bulletin board, memos, manuals, and other published material.
- Assists in preparing any Department newsletters, email campaigns, and other marketing as directed.
- Assists staff with document preparation.
- Prepares and submits medical billing claims.
- Monitors the status of staff who are in the community for home visits. In the event a staff member can’t be located, works with law enforcement to confirm the safety of said worker.
- Carries out special and general assignments requiring organization of material and development of procedures without direct supervision.
- Performs related duties and tasks as assigned by the agency directors.
II. Additional Responsibilities
- Coordinates the safe transport of individuals 55 years of age and older to predetermined destinations for medical, shopping, and nutrition purposes.
- Maintains daily reports concerning vehicle mileage, passengers, trip purposes, passenger fares received/deposited, and other required reporting information.
- Develop and manage monthly newsletter for the Office on Aging including organizing the distribution of the newsletter throughout the county.
- Coordinate the publishing of the monthly nutrition menus and bus schedules to the local newspapers.
- Assist Office on Aging Director with updating Nutrition Program rosters, updating and mailing out necessary forms to the Dining Site Managers.
- Attends training sessions as required by the State of Wisconsin and updates manuals when appropriate.
III. Supervision
Under the direct supervision of the Human Services Department – Integrated Aging and Disability Resource and Commission on Aging Center (ADRC/COA) Assistant Director, who will evaluate all established performance standards and conformance with procedures, policies, and performance standards.
IV. Physical Demands and Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Mostly sedentary in a typical office setting. Frequent walking and standing. Employee has frequent contact with public. The employee must frequently lift and/or move up to 35 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus. Essential functions require a high level of concentration and attention to detail.
V. Education and Experience Requirements
- Completion of high school courses or its equivalent. An Associate Degree in business or related field is preferred.
- Minimum of two years of clerical experience or working in a professional office setting with extensive public interaction. Experience working in a Human Service Department is preferred.
- Any combination of education, training and experience which provides the required knowledge, skills and abilities will be considered.
VI. Skills, Knowledge and Abilities for Successful Performance of Job Duties
- Ability to type accurately and at a reasonable rate of speed.
- Knowledge and experience with Microsoft Office software, and basic computer functions and operation.
- Knowledge of general filing procedures, and ability to set up and maintain accurate records and files.
- Ability to operate a multi-line phone system, and exercise excellent telephone communication etiquette.
- Ability to learn complex program policies and procedures.
- Ability to work independently in a fast-paced environment with a high degree of accuracy on all assigned tasks without constant supervision or explicit direction.
- Ability to understand and effectively communicate and carry out written and oral instructions.
- Ability to answer inquiries and complaints professionally and effectively with tact and courtesy.
- High level of organizational skills, accuracy, and attention to detail.
- Maintain effective working relationships in a non-discriminative manner with fellow employees, other departments, members of the legal profession, and general public.
- Ability to work under stress and achieve compliance within deadlines.
- Ability to adhere to strict confidentiality guidelines as well as computer security requirements.
VII. Special Requirements, Licenses and Certifications
- A test may be administered to determine the applicants experience and skills in computer operation, typing, mathematical ability, or other knowledge to determine if the employee qualifies for the position to be filled pursuant to the job description.
- Must pass pre-employment and random drug and alcohol screening during the course of employment.
- Must possess and maintain a valid Wisconsin driver’s license, and maintain minimum county insurance requirements.
Pay: $17.28 - $23.87 per hour
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
