Administrative Assistant (CFS)

Administrative Assistant

Sheboygan County - Health & Human Services is a proud 2026 Gold recipient of Mental Health America's Bell Seal for Workplace Mental Health, awarded for our commitment to employee mental health and well-being. Learn more about the Bell Seal at mhanational.org/bestemployers.

Here is why working at Sheboygan County is for you: It is our imperative to remain an inclusive workplace. Sheboygan County is committed to attracting, supporting, and retaining a culturally diverse workforce that represents our community. Sheboygan County Health and Human Services also strives to be a trauma informed organization which fully realizes the prevalence of trauma, recognizes the effects of trauma, and responds with trauma informed policies and practices, and we are looking for staff who will help us champion this journey.

Becoming a member of our growing team also means that YOU become our top priority. You will not only enjoy a dynamic work environment but a variety of perks including but not limited to the following:

• Generous benefits package
• Time off: 15 vacation days, sick time and 10 paid holidays
• Other perks: Referral program, Wisconsin Retirement System, education discount and more!

What to Expect:

The Administrative Assistant provides essential clerical, customer service, and technical support to the Child & Family Services Division of Health and Human Services. Serving as a primary point of contact for callers, visitors, and program participants, the position offers clear information, directs individuals to appropriate staff or resources, and ensures a professional and welcoming environment. Core responsibilities include processing WHEAP applications, preparing and organizing documents, performing data entry across multiple systems (HE+, CARES, SACWIS, SmartCare), maintaining records, and managing mail, scanning, and appointment scheduling. The role also supports Child Protective Services, Foster Care/Kinship, and Youth Justice by processing court notifications, uploading reports, maintaining spreadsheets and case logs, preparing packets, and entering referrals. The Administrative Assistant is cross-trained to provide coverage across multiple HHS locations and must maintain accuracy, confidentiality, and strong communication skills while managing high-volume, time-sensitive tasks in a fast-paced environment.

The following duties are essential for this position. However, they are not to be construed as exclusive or allinclusive. To be successful in this position, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Provide front desk and general administrative support for Social Services programs, including greeting visitors, answering and routing phone calls, responding to routine inquiries, scheduling appointments, processing walk-in requests, and directing clients to appropriate staff and services.
• Perform clerical and data entry work for the Wisconsin Home Energy Assistance Program (WHEAP), including conducting telephone and in-person interviews, collecting and scanning verifications, scheduling and tracking appointments, entering information into HE+ and related systems, and monitoring cases for completeness and timeliness.
• Support Income Maintenance activities by handling referrals, assigning and scheduling appointments, scanning and routing verification documents, and entering or updating case information in CARES and other designated systems as directed.
• Process and track court notifications for Juvenile (JV) and Child Protective Services (CPS) cases, including receiving, logging, and uploading notices into SACWIS, routing them to assigned workers, and maintaining related spreadsheets and case logs.
• Complete background checks for foster care, kinship care, and other providers; process fingerprint and related paperwork for prospective foster parents; forward documentation to the Department of Justice; and maintain related tracking logs.
• Provide foster care and kinship administrative support by preparing and mailing application and placement packets, creating and updating placement and Part A/B documentation, tracking car and homeowners insurance, maintaining in-house car seat inventory, coordinating respite requests, and organizing foster care appreciation and holiday events.
• Perform Youth Justice administrative functions, including entering and updating referrals in SACWIS, uploading police reports, assigning intake workers, tracking detention placements and days in care, processing restitution and community service referrals and payments, updating monthly statistics, preparing victim outreach packets and notices, answering victim questions, communicating with law enforcement for missing information, and administering urine/saliva drug tests as directed.
• Maintain and organize supply rooms, mailrooms, and common office areas; monitor printers and other office equipment; coordinate maintenance or repair; and ensure adequate stock of forms, supplies, and program materials.
• Handle incoming and outgoing mail for assigned programs, including sorting, distributing, preparing mailings, and managing donations, event mailings, and other bulk distributions as needed.
• Maintain required spreadsheets, logs, and tracking tools such as emergency preparedness spreadsheets, staff assistance logs, Youth Justice statistics, foster care and kinship tracking tools, and other program-specific records to support reporting and grant requirements.
• Provide cross-coverage and backup for administrative functions in other Health and Human Services locations (e.g., ADRC, Child Support, Behavioral Health, Economic Support), requiring working knowledge of multiple program procedures and front-desk operations.
• Support staff by preparing forms, templates, and basic documents; arranging meeting logistics; assisting with quality assurance tasks and file organization; and helping to coordinate client transports, supervised visits, and other client-related errands as assigned.
• Participate in required trainings, staff meetings, and division or unit meetings; comply with confidentiality, HIPAA, and departmental policies; and perform other related administrative duties as assigned to support Social Services operations.

Minimum Education: High school diploma or equivalent required. Additional coursework or certification in administrative support, office management or a related field preferred.

Minimum Experience: Two (2) years of experience in an office or administrative support setting required; A combination of education and experience may be considered.

Demonstrates strong knowledge of general office practices, business terminology, and administrative procedures, with the ability to apply these skills in a fast-paced, multi-program Human Services environment.

Proficiency with Microsoft Office applicationsWord, Excel, Outlookand internet-based systems, along with the ability to learn and effectively use department-specific software such as CARES, HE+, SACWIS, SmartCare, and other case-management or eligibility platforms.

Computer literacy with the ability to accurately perform data entry, manage electronic and paper records, scan and upload documentation, and navigate multiple systems simultaneously while maintaining high accuracy.

Strong verbal and written communication skills, including the ability to provide clear information, interact respectfully with diverse individuals, and maintain professionalism when handling sensitive or complex situations.

Ability to remain calm, courteous, and supportive when assisting individuals who may be experiencing crisis, frustration, trauma, or challenging personal circumstances; demonstrates a strong customer-service orientation.

Knowledge of confidentiality standards and legal requirements, including HIPAA, state privacy regulations, and program-specific confidentiality expectations; ability to safeguard sensitive information at all times.

Strong organizational and time-management skills, including the ability to prioritize tasks, manage interruptions, meet deadlines, process high-volume workloads, and maintain accuracy with detailed information.

Ability to follow oral and written instructions with accuracy and sound comprehension; demonstrates initiative in seeking clarification when needed.

High attention to detail in preparing documents, processing forms, maintaining logs, tracking case information, and completing data-entry tasks.

Ability to analyze information, identify missing or incomplete data, and take appropriate steps to obtain needed documentation or clarification.

Demonstrated reliability, initiative, and sound judgment in completing assignments, responding to issues, and supporting program operations.

Ability to work independently with minimal supervision, while also functioning as a cooperative, supportive member of the Social Services team and broader HHS administrative staff.

Ability to accept feedback constructively and adapt to changing workflows, regulations, and departmental priorities.

Interpersonal skills necessary to work effectively with diverse populations, including individuals involved in Youth Justice, foster care providers, families in crisis, community partners, and internal staff.

Ability to maintain composure, problem-solve, and adapt in high-volume situations, including frequent calls, walk-ins, urgent requests, and competing priorities.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in an office environment with frequent interaction with staff, clients, community partners, and the general public.

Requires frequent sitting, talking, hearing, and use of hands to type, file, handle documents, and operate office equipment.

Occasional standing, walking, bending, reaching, and lifting or moving objects weighing up to 25 pounds.

Vision requirements include close vision, color vision, and the ability to adjust focus when reading documents and viewing computer screens.

Must be able to maintain focus, accuracy, and professionalism in a busy environment with frequent interruptions, shifting priorities, and simultaneous demands.