Administrative Assistant

Winnebago Mental Health Institute (WMHI)

Located near Oshkosh, Wisconsin, WMHI is recruiting a part‑time (.75 FTE) Administrative Assistant. The position will be scheduled to work from 7:00 am to 1:00 pm.

• Vacation, paid holidays and ample sick time; limitations may apply for leave time usage in the first six months.
• 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.
• Well Wisconsin Wellness Program.
• 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.
• Public Service Loan Forgiveness Program employer.

• Field incoming communications to the unit, including phone, email and fax inquiries, while upholding HIPAA requirements.
• Input demographic and medical information into the online medical record system.
• Extract clinical information from online records and disseminate to attorneys and evaluators in accordance with legal orders.
• Troubleshoot equipment failures and e‑file legal documents for court‑ordered evaluations.
• Respond to requests for inpatient records by extracting relevant clinical information from the online medical record and distributing collateral information to potential providers.
• Complete all internal patient monetary functions.
• Order and ensure adequate stock of all medical supplies needed by inpatients.
• Enter, prioritize and track work orders to maintain a safe environment for staff and patients.
• Attend team and patient meetings and document and distribute minutes as assigned.
• Perform 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. A 12‑month probationary period is required. Pay for current or former state employees will be set based on the applicable rules. This position is classified as an Operations Program Associate and is in pay schedule and range 02/11.

• All applicants will be required to allow DHS to conduct a background check to determine whether any conviction may be related to the job being filled.
• All appointees will be required to receive a TB test, to be administered by the facility or medical personnel prior to their start date.
• DHS does not sponsor work visas for this position. Selected candidates must 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.

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

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

DHS is an Equal Opportunity and affirmative action employer. Veterans are encouraged to apply.