Administrative Assistant

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. 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 comprehensive clerical, technical, and customer service support to the Health and Human Services Administration Division. This position serves as a key point of contact for callers, visitors, staff, and community partners, ensuring efficient communication and smooth daily operations. Responsibilities include preparing and processing documents, managing data entry across multiple software systems, coordinating meetings and records, assisting with Release of Information requests, and supporting program staff with PPS and SmartCare functions. The Administrative Assistant also provides cross-coverage for Reception and other administrative roles, requiring flexibility, strong organizational skills, and the ability to learn and adapt to new processes. Work is performed with a high level of confidentiality, accuracy, professionalism, and adherence to departmental and regulatory requirements.

Essential Duties:

The following duties are essential for this position. However, they are not to be construed as exclusive or all–inclusive. 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 general administrative and clerical support to HHS Administration, including preparing correspondence, reports, case notes, and documents through transcription, email, handwritten materials, or internal systems.
• Serve as a primary point of contact for callers and visitors; answer and direct phone calls, greet clients, respond to routine inquiries, and ensure individuals connect with appropriate staff or services.
• Process incoming and outgoing mail and interoffice communications; distribute materials in a timely and accurate manner.
• Perform data entry across multiple software systems, including PPS (Program Participation System) and SmartCare, ensure accurate coding of services, comply with State of Wisconsin requirements, and provide guidance to program staff on PPS-related questions.
• Track, process, and complete Release of Information (ROI) requests by retrieving, reviewing, and organizing digital and paper records in accordance with confidentiality laws and agency procedures.
• Support department transition to and ongoing maintenance of paperless systems through scanning, indexing, and organizing documents; assist with record room operations including chart check-in and check-out, purging, and filing.
• Schedule and coordinate meetings, maintain conference room calendars, prepare agendas, distribute meeting materials, attend meetings, and record minutes for assigned committees and workgroups.
• Assist with building surveys and electronic forms using SurveyMonkey, Google Forms, or other approved software; support special projects that require learning new processes, workflows, and technologies.
• Participate in and provide administrative support to department and interdepartmental committees such as TICCIT, immunization meetings, SmartCare Super User meetings, and other groups as assigned.
• Serve as a SmartCare super user by assisting staff with system navigation, troubleshooting, and workflow questions; stay current with updates and system improvements.
• Provide cross-coverage for the Lobby Receptionist and other administrative support roles, requiring working knowledge of multiple operational areas within HHS.
• Operate and maintain office equipment, including photocopiers, scanners, printers, fax machines, and postage machines; submit work orders and printing requests.
• Maintain filing systems, office procedures, and agency policies; ensure information remain organized, current, and accessible to staff.
• Provide general support for departmental events, trainings, and projects; assist with technical tasks, document preparation, and coordination of logistics.
• Perform additional administrative duties as assigned to support HHS Administration and ensure efficient departmental operations.

Qualifications:

Demonstrates strong knowledge of general business terminology, office procedures, and standard administrative practices, including proficiency in operating common office equipment and technology. Knowledge and experience with relevant software applications, including Excel (Level 1 or equivalent), Word (Level 2 or equivalent), Outlook (Level 1 or equivalent), PowerPoint (Level 1 or equivalent), internet applications, and department-specific software systems. Computer literacy with the ability to learn new software and adapt to changing technology and workflows. Knowledge of administrative and clerical procedures, business principles, and professional office practices. Proficiency in spelling, punctuation, grammar, document formatting, and preparation of professional correspondence. Strong verbal and written communication skills, including the ability to communicate clearly, professionally, and respectfully with diverse individuals. Effective planning, organizing, time management, and prioritization skills to manage multiple tasks, deadlines, and interruptions. Demonstrated experience with information and communication management, including accurate data entry and maintenance of electronic and paper records. Ability to follow oral and written instructions with accuracy, comprehension, and timeliness. High attention to detail and accuracy in all work products. Ability to maintain discretion and confidentiality when handling sensitive information. Strong interpersonal skills, including the ability and willingness to work effectively with the public, coworkers, community partners, and individuals who may be in crisis or experiencing distress; must exercise tact, patience, and courtesy at all times. Customer-service orientation with a professional demeanor and commitment to positive interactions. Demonstrated reliability, initiative, resourcefulness, and sound judgment in completing tasks and assisting others. Ability to tolerate and manage stress, adapt to changing priorities, and remain composed in a fast-paced environment. Ability to accept supervision, respond constructively to feedback, and work collaboratively as part of a team.

Work Environment & Physical Requirements:

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. Requires sufficient manual dexterity and coordination to operate telephones, computers, copiers, scanners, and other standard office equipment. Work hours may occasionally include evenings or adjusted schedules to meet department needs. Risk of blood-borne pathogen exposure is considered low.