Administrative Assistant

Winnebago Mental Health Institute (WMHI), located near Oshkosh Wisconsin, is recruiting a part time (.75 FTE) Administrative Assistant. This position will be scheduled to work from 7:00 am to 1:00 pm.

As an employee of the State of Wisconsin, you'll also have access to an amazing benefits package.

Note:

Benefits and leave time will be prorated based on the number of hours worked. Benefits include:

• Top rated health plan options starting at $45/month for single plans and $111/month for family plans, after 2 months of state service.
• Exceptional pension plan with a 7.2% employer match in 2026 with lifetime retirement payment. Plus, a tax advantaged supplemental retirement savings plan which allows you to save money directly from your paycheck for retirement. Use this Total Rewards Calculator to see the total value of our competitive benefits package!
• A free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall well-being

In this position you will serve as the Administrative Assistant, overseeing and completing complex, fast-paced administrative functions for the inpatient unit. This includes providing support to multidisciplinary unit staff and serving as the receptionist for outside customers.

Responsibilities include:

• Fielding incoming communications to the unit including phone, email and fax inquiries while upholding HIPAA requirements.
• Inputting demographic and medical information into the online medical record system.
• Extracting clinical information from online records and disseminating to attorneys and evaluators in accordance with legal orders.
• Troubleshooting equipment failures and by e-filing legal documents, court-ordered evaluations.
• Responding to requests for inpatient records by extracting relevant clinical information from the online medical record and distributing collateral information to potential providers.
• Completing all internal patient monetary functions.
• Ordering and ensuring adequate stock of all medical supplies needed by inpatients.
• Entering, prioritizing and tracking work orders to maintain a safe environment for staff and patients.
• Attending team and patient meetings and documenting and distributing minutes as assigned.
• Performing off-unit functions by interfacing with other essential departments supporting the program; and carrying out daily assignments for the Nurse Supervisor (Nurse Manager) and multidisciplinary staff.

The starting pay is $22.76 per hour for hires after June 28, 2026, plus excellent benefits. This is the minimum pay for all Operations Program Associates after this date. A 12-month probationary period is required.

Pay for current or former state employees will be set based on the rules that apply to compensation for the applicable transaction. This position is classified as an Operations Program Associate and is in pay schedule and range 02/11.

All applicants who may be appointed to this position will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.

All appointees will be required to receive a TB test, which will be administered by the facility or medical personnel directed by the facility prior to their start date.

DHS does not sponsor work visas for this position, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire. DHS is not an E-Verify employer nor a STEM-OPT eligible employer.

Minimally qualified applicants will have all of the following:

• Experience using Microsoft Office Suite (e.g., Word, Excel, etc.) and Outlook for office support tasks such as documentation, email correspondence, data entry, etc.
• Experience performing customer service duties in-person, on the phone or over the computer (e.g., responding to inquiries and questions, resolving customer complaints/conflict, etc.).
• Experience using office equipment (e.g., telephones, scanners, fax machines, etc.).
• Ability to type 45 net words per minute (a typing test will be required).

Well-qualified applicants will also have one or more of the following:

• Experience working as part of a multi-disciplinary team in a behavioral health environment.
• Experience working with confidential information or HIPAA laws.
• Experience navigating electronic health record (EHR) systems and digital document management platforms.

Your letter of qualifications is limited to 1 page. For a guide on developing your resume and letter of qualifications and what should be included in these materials.

DHS is an Equal Opportunity and affirmative action employer. Veterans are encouraged to apply. For complete information on Veterans’ hiring programs with the WI Department of Veteran’s Affairs.