Administrative Assistant

Position Overview

The Administrative Assistant provides comprehensive clerical, technical, and customer service support to the Health and Human Services Administration Division. This position serves as a key point of contact for callers, visitors, staff, and community partners, ensuring efficient communication and smooth daily operations. Responsibilities include preparing and processing documents, managing data entry across multiple software systems, coordinating meetings and records, assisting with Release of Information requests, and supporting program staff with PPS and Smart Care functions.

The Administrative Assistant also provides cross-coverage for Reception and other administrative roles, requiring flexibility, strong organizational skills, and the ability to learn and adapt to new processes. Work is performed with a high level of confidentiality, accuracy, professionalism, and adherence to departmental and regulatory requirements.

• Provide general administrative and clerical support to HHS Administration, including preparing correspondence, reports, case notes, and documents through transcription, email, handwritten materials, or internal systems.
• Serve as a primary point of contact for callers and visitors; answer and direct phone calls, greet clients, respond to routine inquiries, and ensure individuals connect with appropriate staff or services.
• Process incoming and outgoing mail and interoffice communications; distribute materials in a timely and accurate manner.
• Perform data entry across multiple software systems, including PPS (Program Participation System) and Smart Care, ensuring accurate coding of services, complying with State of Wisconsin requirements, and providing guidance to program staff on PPS-related questions.
• Track, process, and complete Release of Information (ROI) requests by retrieving, reviewing, and organizing digital and paper records in accordance with confidentiality laws and agency procedures.
• Support department transition to and ongoing maintenance of paperless systems through scanning, indexing, and organizing documents; assist with record room operations including chart check-in and check-out, purging, and filing.
• Schedule and coordinate meetings, maintain conference room calendars, prepare agendas, distribute meeting materials, attend meetings, and record minutes for assigned committees and work groups.
• Assist with building surveys and electronic forms using Survey Monkey, Google Forms, or other approved software; support special projects that require learning new processes, workflows, and technologies.
• Participate in and provide administrative support to department and interdepartmental committees such as TICCIT, immunization meetings, Smart Care Super User meetings, and other groups as assigned.
• Serve as a Smart Care super user by assisting staff with system navigation, troubleshooting, and workflow questions; stay current with updates and system improvements.
• Provide cross-coverage for the Lobby Receptionist and other administrative support roles, requiring working knowledge of multiple operational areas within HHS.
• Operate and maintain office equipment, including photocopiers, scanners, printers, fax machines, and postage machines; submit work orders and printing requests.
• Maintain filing systems, office procedures, and agency policies; ensure information remains organized, current, and accessible to staff.
• Provide general support for departmental events, trainings, and projects; assist with technical tasks, document preparation, and coordination of logistics.
• Perform additional administrative duties as assigned to support HHS Administration and ensure efficient departmental operations.

• Knowledge and experience with relevant software applications, including Excel (Level 1 or equivalent), Word (Level 2 or equivalent), Outlook (Level 1 or equivalent), PowerPoint (Level 1 or equivalent), internet applications, and department-specific software systems.
• Computer literacy with the ability to learn new software and adapt to changing technology and workflows.
• Knowledge of administrative and clerical procedures, business principles, and professional office practices.
• Proficiency in spelling, punctuation, grammar, document formatting, and preparation of professional correspondence.
• Strong verbal and written communication skills, including the ability to communicate clearly, professionally, and respectfully with diverse individuals.
• Effective planning, organizing, time management, and prioritization skills to manage multiple tasks, deadlines, and interruptions.
• Demonstrated experience with information and communication management, including accurate data entry and maintenance of electronic and paper records.
• Ability to follow oral and written instructions with accuracy, comprehension, and timeliness.
• High attention to detail and accuracy in all work products.
• Ability to maintain discretion and confidentiality when handling sensitive information.
• Strong interpersonal…