Office Assistant - Children, Youth, and Families

Salary: $21.15 - $22.43 Hourly Location : Outagamie County Government Center 320 South Walnut Street, Appleton, WI Job Type: Full-time Job Number: 2603534 Department: DHHS System Support Division: Children, Youth, and Families Opening Date: 05/19/2026 Typical Work Hours/Shift:: Either 8:30 a.m. - 7:00 p.m. Tuesday through Friday (4 10-hour shifts) OR 10:30 a.m. - 7:00 p.m. Monday through Thursday and 8:00 a.m. - 4:30 p.m. Friday Outagamie County Core Values Invested in Serving Better Together Create Progress Support Through Compassion Position Purpose The Office Assistant performs a variety of general and specialized administrative functionsto assist the Department of Health and Human Services with providing services to the public. Office Assistant staff will be cross trained within other divisions of Health and Human Services. HOURS: Full Time Position Either 8:30 a.m. - 7:00 p.m. Tuesday through Friday (4 10-hour shifts) OR 10:30 a.m. - 7:00 p.m. Monday through Thursday and 8:00 a.m. - 4:30 p.m. Friday LOCATION: Outagamie County Government Center at 320 S. Walnut St. in Appleton. This position is with the Department of Health and Human Services. Outagamie County offers Benefit options and paid time off for team members that work 20+ or more hours per week. Learn more today by visiting: Key Responsibilities The following duties are most critical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Effectively communicating with the public. Greeting and directing the public, providing program information, answering multi-line telephone, taking messages, making referrals to other services when appropriate, and otherwise assisting the public. Gathers and documents information to determine client enrollment into programs. Schedules appointments. Enters data and program specific information into various computer systems, programs, and case files. Prepares, edits and revises various documents including correspondence, reports, meeting minutes, questionnaires, etc., from handwritten notes, recorded voice dictation, meeting information, or prior documents, using typewriter or computer and word processing and speech recognition software. Opens, maintains, and closes electronic or hard copy files/charts. Performs file maintenance and destruction following applicable policy and procedure. Scans documents into electronic case files. Develop and maintain spreadsheets, create charts and tables, or generate reports. Process, distribute, and/or scan mail following standard procedures. Processes paperwork specific to the assigned division. Prepares legal documents and processes paperwork for court actions. Opens and files court documents as appropriate. Coordinates serving the client with court documents. Completes background checks and performs notary duties May provide financial assistance functions to Department and/or clientele including depositing checks and allowances, setting up and maintaining payment accounts, preparing bills, handling petty cash and maintaining associated records, preparing billing statements, preparing requisitions or purchase orders. Maintains inventory of office and computer supplies, forms, papers, verify bills when received, and arranging for payment. Education/Certifications/Experience Requirements Minimum of a high school diploma or GED equivalent with at least two years of office experience. Experience in Word, Excel, machine transcription, scanning, and public contact preferred. Or any combination of education and experience that provides equivalent knowledge, skills, and abilities. Must possess and maintain a valid driver's license. (Requirement specific to the Mental Health and Youth and Family Services divisions.) Required or Preferred Skills Knowledge of and ability to use modern office practices, procedures, and equipment. Skill in operation of computers and software programs utilized by the department. Demonstrated ability to type a minimum of 45 wpm with 95% accuracy. Effectively communicate in English. The ability to understand and follow written and oral instructions. Determine priorities, multi-task, plan and organize work schedule to meet deadlines and goals. Respect individual and their differences, and work with members of all socioeconomic groups. Maintain confidentiality and accountability Establish and maintain effective working relationships with co-workers, other county and department employees, and the general public. Ability to add, subtract, multiply, divide, and figure simple mathematical calculations. Ability to lift, carry, push, pull or otherwise move up to 20 pounds. Understand and use proper body mechanics. OUTAGAMIE 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 EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER. Outagamie County offers Benefit options and paid time off for team members that work 20+ or more hours per week. Learn more today by visiting: Outagamie County Diversity Statement: Outagamie County is committed to developing, nurturing, and sustaining an equitable community and workforce where all individuals can thrive. We pledge to amplify the voices of under-represented communities or those who were historically excluded, by removing barriers that result from racial, social injustice and inequities. We strive to ensure that equity, diversity, inclusion are embedded at all levels of Outagamie County programs and departments through acknowledging, analyzing, and addressing the root causes of inequities. We will create and advance equitable polices, practices and procedures, including, but not limited to County services, recruitment and retention, policies and practices, budgeting and procurement. We commit to being transparent and will continually evaluate and update our values when identified goals and objectives are not being achieved or sustained. Outagamie County will strive to create an inclusive environment where every community member feels like he/she/they belong. OUTAGAMIE 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 EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER. 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 benefit provided at no cost to its employees and their immediate family members to help deal with life's stresses. EAP consists of caring individuals who are certified counselors. They offer professional support and direction towards resolving problems or concerns. They can also help by referring the employee to another resource if assistance is needed beyond the EAP. Paid Time Off Outagamie County offers several paid time off benefits that include: vacation, personal holidays, national holidays, sick leave, bereavement leave and military leave. Employee and Family Clinic Primary Health Services, Acute Health Care and Physical Therapy are available to employees and dependents ages 12 months and up (age 13 and up for physical therapy), who are covered on a county health plan. A Health Coach is available to all employees, and to dependents covered under a county health plan age 14 and older. There is an onsite location and a shared clinic site location. Fitness Center Located at the downtown campus, a brand new fitness center with treadmills and other gym equipment is available to all employees from 5am to 10pm daily. Pet Insurance Please note that the pet insurance offers are discounts offered to Outagamie County employees and are not programs sponsored by Outagamie County. Please contact the companies directly for any questions, concerns or service issues. If you would like to learn more, please click below about the benefits. Values of Excellence (Recognition Program) A program designed to celebrate the big wins, the daily efforts and everything in between of our county employees, which such a great place to grow, work, and thrive together. Where anyone as a county employee can recognize someone for a job well done! Continuing Education Outagamie County encourages continuing education by offering Education Reimbursement. This reimbursement is intended to provide assistance to the employee for out-of-pocket expenses for continuing education for the mutual benefit of the employee and Outagamie County, not covered in the departmental budget. Any Outagamie County employee in good standing, averaging twenty (20) hours or more per week during the six (6) months prior to the start of the course, is eligible to apply. This statement is not all-inclusive in regard to tuition reimbursement. 01 Please describe your customer service experience. 02 Give us an example of a time you responded to a difficult customer and what steps did you take to resolve the situation 03 How would you rate your skill level with Microsoft programs and why? 04 Briefly describe your administrative experience. 05 Describe a work situation where your professionalism and confidentiality were important in terms of accomplishing the task. 06 Can you type at least 45 wpm? Yes No Required Question