Administrative Support Specialist - Guardianship Program

Administrative Support Specialist - ODC Guardianship Program

Position Summary The Administrative Support Specialist provides essential coordination and operational support for the Guardianship Program. This role serves as a key bridge between guardians and the finance team, ensuring accurate, timely processing of financial and administrative tasks. The ideal candidate is highly organized, detail-oriented, and able to manage multiple processes independently while maintaining strong, professional relationships.

This position is 30 hours per week, with the potential to grow to 40 hours per week.

• Provide day-to-day administrative support to the guardianship team.
• Maintain accurate client records across multiple systems and platforms.
• Coordinate documentation, correspondence, and reporting related to guardianship cases.
• Track deadlines and ensure timely completion of required processes and filings.

• Serve as a liaison between guardians and the finance team.
• Support financial tracking, documentation, and reconciliation processes.
• Assist with maintaining client financial records, including billing, payments, and account activity.
• Ensure accuracy and compliance in financial documentation and processes.

• Manage multiple workflows simultaneously, ensuring consistency and accuracy.
• Utilize Microsoft 365 tools (Outlook, Excel, Teams, SharePoint) and other platforms to support program operations.
• Identify opportunities to improve efficiency and streamline administrative processes.

• Communicate with internal staff, clients, families, and external partners in a professional and friendly manner.
• Serve as a reliable point of contact, providing timely follow-up and clear information.
• Support a team-oriented environment through strong collaboration and positive communication.

Required Skills and Experience

• Strong ability to work independently and manage multiple responsibilities.
• Excellent organizational skills with a high level of attention to detail.
• Experience using Microsoft 365 tools, especially Outlook, Teams and Excel.
• Strong interpersonal and communication skills with a friendly, professional demeanor.
• Ability to learn and navigate multiple systems and databases.
• Basic bookkeeping or financial coordination experience (e.g., tracking transactions, reconciling records).

• Experience in human services, healthcare, legal, or financial administrative support.
• Familiarity with guardianship, social services, or client financial management is a plus.

• Detail-oriented with a high level of accuracy
• Strong problem-solving and critical thinking skills
• Ability to manage competing priorities and deadlines
• Discretion and professionalism in handling sensitive information
• Collaborative mindset with strong relationship-building skills

• Full-time position at 30 hours per week with the opportunity for growth to 40 hours per week.
• Office-based in Stevens Point and Wisconsin Rapids (3 days Stevens Point - 2 days Wisconsin Rapids)