Administrative Assistant

Administrative Assistant

Reporting to the Administrative Services Supervisor, the Administrative Assistant provides confidential services and administrative support for the Department of Health and Human Services including onboarding; payroll; personnel actions; table of organization; maintaining databases; managing spreadsheets; ability to work well with all levels of internal management and staff, as well as outside clients.

Hours: Monday-Friday 8:00am-4:30pm Location: 320 S. Walnut St. in Appleton, WI

Outagamie County Offers a Comprehensive Benefits Program:

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Key Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• This role involves supporting management with the administrative tasks related to employee, contract staff, and intern onboarding, departures; ongoing Human Resource, Maintenance, State, and department program processes.
• Manages the H&HS monthly and budget Table of Organization; maintaining all department personnel files, staff licensures and certifications.
• Assists in implementation, set-up and ongoing monitoring for dictation, transcription, speech recognition software through Deliver Health and acts as a resource for all system users. Responsible for conducting ongoing training, problem solving independently with IT staff and the software vendor, monitoring and data maintenance.
• Set up and maintain department databases, performs program administrator tasks, creates and analyzes reports and ensures data accuracies within the department.
• Perform work within software programs including Facility Dude, AtHoc, Project Requests
• Creates department's evaluations, runs query reports for accuracy and tracking purposes, completes step increase personnel actions for Human Resources.
• Reviews for accuracy and completeness the H&HS bi-weekly employee payroll and submits to Finance for processing. Provides training to new staff and is available as an ongoing resource for employees.
• Reconciles department credit card, prepares vouchers, reconciling accounts, and p-card allocations. This includes verifying the accuracy of transactions, preparing supporting documentation and ensuring expenses are appropriately allocated.
• Run monthly Productivity reports from the EHR system for Managers to ensure staff productivity is meeting requirements for funding.
• Coordinates and submits paperwork for all H&HS department staff moves; primary contact for MIS and building maintenance.
• Coordinates department keys, cell phones, headsets; manages the ordering and tracking of equipment
• Coordinates payments/receipts for lost equipment
• Schedules department zoom meetings
• Manages Laserfiche files, scans material and retrieves information as required
• Provides administrative support for various workgroups and completes special projects.
• Generates a positive image for H&HS by communicating with internal/external customers in a timely and efficient manner.
• May address support staff coverage issues in absence of Administrative Services Manager and Administrative Services Supervisors.
• Serves as back up for Management Assistant and needed coverage throughout the department. Maintains regular and predictable attendance, works overtime/extra hours as required.
• Attends meetings to record discussions and actions. Composes minutes. May coordinate meeting times; send out mailings and correspondence regarding the meeting. Back up for all department meetings, including H&HS Board and Committee Meetings.
• Develops spreadsheets, flow charts, and presentation materials.
• Performs other duties as assigned.

Education/Certifications/Experience Requirements

• Associates degree in administrative assistance science or a related field, with three to five years administrative assistant experience, which includes handling confidential materials.
• Above average verbal and written communication skills and experience taking minutes.
• Advanced computer skills and the ability to train others in system usage are preferred; requires some accounting knowledge.
• Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Required or Preferred Skills

• Ability to operate a variety of office equipment including personal computer, calculator, FAX, photocopier, telephone, scanner, etc.
• Good communication skills, verbally and written in problem identification and solving with Health and Human Services personnel, County departments including Financial Services, Human Resources, County Board and Committee members and the general public
• Ability to operate software utilized by the department.
• Ability to transcribe and train in dictation and transcription.
• Demonstrated proficiency with department programs, typing and proofing/editing functions.
• Ability to work semi-independently making sound decisions using good judgment.
• Ability to comprehend and interpret a variety of documents including records, various internal and external reports, policy and procedure manuals, personnel and payroll forms.
• Ability to prepare various documents including letters, memos, expense vouchers and minutes.
• Ability to prepare a variety of documents including letters, general correspondence, reports and statistical reports.
• Ability to add, subtract, multiply, divide, and calculate decimals and percent's.
• Demonstrated reliability in attendance and flexibility to work hours

Benefits

OUTAGAMIE COUNTY OFFERS A COMPREHENSIVE AND HIGHLY COMPETITIVE BENEFITS PACKAGE TO ITS EMPLOYEES. LEVELS OF BENEFITS CAN VARY BASED ON EMPLOYMENT STATUS AND EMPLOYEE GROUP.

Medical Coverage Outagamie County currently offers eligible employees a Low-Deductible Health Plan and a High Deductible Health Plan with a Health Savings Account (HSA). Each of these plans are available for single or family coverage at affordable rates.

Dental Coverage Eligible employees may choose either single, limited family, or family coverage.

Vision Coverage Outagamie County offers single, employee plus one, employee plus children, and family voluntary vision insurance for those that are benefit eligible. Vision insurance coverage provides an opportunity for employees to save money on routine vision exams, contacts, eyeglass frames, and lenses.

Life Insurance Outagamie County provides group life insurance for full-time employees. The cost of this coverage is paid for in full by the County.

Voluntary Short-Term Disability Insurance Short-Term Disability pays the employee a portion of his or her income for a specified period of time, as determined by the plan. The Short-Term Disability plan provides coverage for injuries and illnesses that occur outside of work. The premium for this coverage is paid entirely by the employee and is available to active employees that meet the hours threshold requirements.

Long-Term Disability Insurance All regular, non-union full-time employees are eligible for long-term disability coverage. Premiums are fully paid by the County.

Wisconsin Retirement System Wisconsin Retirement Program helps provide for financial security during retirement. Monthly annuity payments at retirement are calculated using years of creditable service, average earnings (based on three highest years of earnings), formula factors, age at retirement and selected annuity option. The retirement plan consists of two parts: an employee-required portion and an employer-required portion. Outagamie County pays the employer portion, and employees are responsible for paying the employee-required portion, which is determined by the state each year. Enrollment is required for eligible employees. Eligibility is determined based on Wisconsin Retirement System plan rules.

Deferred Compensation Deferred Compensation allows employees to set aside pre-tax earnings toward retirement. Employees can save up to 100% of their compensation, to a maximum of $23,500 annually, or as little as $10.00 per paycheck. The amount deferred reduces year-end state and federal income tax base. All the earnings will accrue tax-deferred until such time as the assets are withdrawn, generally at retirement, termination, or other special circumstances. There is also an after-tax 457 Roth contribution option.

Flexible Spending Account Plan The Flexible Spending Account Plan saves money by allowing the employee to pay for certain medical related expenses and dependent care expenses on a pre-tax basis, reducing annual taxable income resulting in Federal, State, Social Security, and Medicare tax savings.

Employee Assistance Program Outagamie County has an Employee Assistance Program (EAP). The services offered as part of the County's plan are a