Administrative Support Specialist - Guardianship Program

Administrative Support Specialist - ODC Guardianship Program

Position Summary The Administrative Support Specialist provides essential coordination and operational support for the Guardianship Program. This role serves as a key bridge between guardians and the finance team, ensuring accurate, timely processing of financial and administrative tasks. The ideal candidate is highly organized, detail-oriented, and able to manage multiple processes independently while maintaining strong, professional relationships.

This position is 30 hours per week, with the potential to grow to 40 hours per week.

Key Responsibilities:

• Provide day-to-day administrative support to the guardianship team.
• Maintain accurate client records across multiple systems and platforms.
• Coordinate documentation, correspondence, and reporting related to guardianship cases.
• Track deadlines and ensure timely completion of required processes and filings.

Financial Coordination

• Serve as a liaison between guardians and the finance team.
• Support financial tracking, documentation, and reconciliation processes.
• Assist with maintaining client financial records, including billing, payments, and account activity.
• Ensure accuracy and compliance in financial documentation and processes.

Systems and Process Management

• Manage multiple workflows simultaneously, ensuring consistency and accuracy.
• Utilize Microsoft 365 tools (Outlook, Excel, Teams, SharePoint) and other platforms to support program operations.
• Identify opportunities to improve efficiency and streamline administrative processes.

Communication and Customer Service

• Communicate with internal staff, clients, families, and external partners in a professional and friendly manner.
• Serve as a reliable point of contact, providing timely follow-up and clear information.
• Support a team-oriented environment through strong collaboration and positive communication.

Qualifications:

Required Skills and Experience

• Strong ability to work independently and manage multiple responsibilities.
• Excellent organizational skills with a high level of attention to detail.
• Experience using Microsoft 365 tools, especially Outlook, Teams and Excel.
• Strong interpersonal and communication skills with a friendly, professional demeanor.
• Ability to learn and navigate multiple systems and databases.
• Basic bookkeeping or financial coordination experience (e.g., tracking transactions, reconciling records).

Preferred Qualifications

• Experience in human services, healthcare, legal, or financial administrative support.
• Familiarity with guardianship, social services, or client financial management is a plus.

Key Competencies

• Detail-oriented with a high level of accuracy
• Strong problem-solving and critical thinking skills
• Ability to manage competing priorities and deadlines
• Discretion and professionalism in handling sensitive information
• Collaborative mindset with strong relationship-building skills

Work Environment and Schedule

• Full-time position at 30 hours per week with the opportunity for growth to 40 hours per week.
• Office-based in Stevens Point and Wisconsin Rapids (3 days Stevens Point - 2 days Wisconsin Rapids)