Administrative Assistant

Reporting to the Administrative Services Supervisor, the Administrative Assistant provides confidential services and administrative support for the Department of Health and Human Services including onboarding; payroll; personnel actions; table of organization;; maintaining databases; managing spreadsheets; ability to work well with all levels of internal management and staff, as well as outside clients.

Hours:

Monday-Friday 8:00am-4:30pm

Location:

320 S. Walnut St. in Appleton, WI

Outagamie County Offers a Comprehensive Benefits Program:

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The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• This role involves supporting management with the administrative tasks related to employee, contract staff, and intern onboarding, departures; ongoing Human Resource, Maintenance, State, and department program processes.
• Manages the H&HS monthly and budget Table of Organization; maintaining all department personnel files, staff licensures and certifications.
• Assists in implementation, set-up and ongoing monitoring for dictation, transcription, speech recognition software through Deliver Health and acts as a resource for all system users. Responsible for conducting ongoing training, problem solving independently with IT staff and the software vendor, monitoring and data maintenance.
• Set up and maintain department databases, performs program administrator tasks, creates and analyzes reports and ensures data accuracies within the department.
• Perform work within software programs including Facility Dude, AtHoc, Project Requests
• Creates department’s evaluations, runs query reports for accuracy and tracking purposes, completes step increase personnel actions for Human Resources.
• Reviews for accuracy and completeness the H&HS bi-weekly employee payroll and submits to Finance for processing. Provides training to new staff and is available as an ongoing resource for employees.
• Reconciles department credit card, prepares vouchers, reconciling accounts, and p-card allocations. This includes verifying the accuracy of transactions, preparing supporting documentation and ensuring expenses are appropriately allocated.
• Run monthly Productivity reports from the EHR system for Managers to ensure staff productivity is meeting requirements for funding.
• Coordinates and submits paperwork for all H&HS department staff moves; primary contact for MIS and building maintenance.
• Coordinates department keys, cell phones, headsets; manages the ordering and tracking of equipment
• Coordinates payments/receipts for lost equipment
• Schedules department zoom meetings
• Manages Laserfiche files, scans material and retrieves information as required
• Provides administrative support for various work groups and completes special projects.
• Generates a positive image for H&HS by communicating with internal/external customers in a timely and efficient manner.
• May address support staff coverage issues in absence of Administrative Services Manager and Administrative Services Supervisors.
• Serves as back up for Management Assistant and needed coverage throughout the department. Maintains regular and predictable attendance, works overtime/extra hours as required.
• Attends meetings to record discussions and actions. Composes minutes. May coordinate meeting times; send out mailings and correspondence regarding the meeting. Back up for all department meetings, including H&HS Board and Committee Meetings.
• Develops spreadsheets, flow charts, and presentation materials.
• Performs other duties as assigned.

• Associates degree in administrative assistance science or a related field, with three to five years administrative assistant experience, which includes handling confidential materials.
• Above average verbal and written communication skills and experience taking minutes.
• Advanced computer skills and the ability to train others in system usage are preferred; requires some accounting knowledge.
• Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

• Ability to operate a variety of office equipment including personal computer, calculator, FAX, photocopier, telephone, scanner, etc.
• Good communication skills, verbally and written in problem identification and solving with Health and Human Services personnel, County departments including Financial Services, Human…