Office Assistant - Children, Youth, and Families Division

The Office Assistant performs a variety of general and specialized administrative functions to 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.

In the first year, success in this role comes from being detail‑oriented, highly organized, an effective communicator, and a strong team player committed to supporting department goals.

Hours: 8:30 a.m. to 7:00 p.m. Monday through Thursday (four 10‑hour shifts)

Location: Dept. of Health and Human Services
320 S. Walnut St.
Appleton, WI 54911

• Effectively communicate with the public by greeting, directing, providing program information, answering multi‑line telephone calls, taking messages, making referrals and otherwise assisting the public.
• Gather and document information to determine client enrollment into programs, schedule appointments, and enter data and program information into various computer systems, programs, and case files.
• Prepare, edit and revise documents including correspondence, reports, meeting minutes, questionnaires, etc., from handwritten notes, recorded voice dictation, meeting information or prior documents using word processing and speech recognition software.
• Open, maintain, and close electronic or hard copy files/charts; perform file maintenance and destruction following applicable policy and procedure; scan 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.
• Process paperwork specific to the assigned division; prepare legal documents and process paperwork for court actions; open and file court documents; coordinate serving the client with court documents.
• Complete background checks and perform notary duties.
• 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, and preparing requisitions or purchase orders.
• Maintain inventory of office and computer supplies, forms, papers; verify bills when received and arrange for payment.

• 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.)

• Knowledge of and ability to use modern office practices, procedures, and equipment.
• Skill in operating computers and software programs utilized by the department.
• Demonstrated ability to type a minimum of 45 wpm with 95% accuracy.
• Effective communication in English and 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 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 perform simple mathematical calculations.
• Ability to lift, carry, push, pull or otherwise move up to 20 pounds and use proper body mechanics.