Administrative Assistant II – OPC Scheduling/Reception Job Wisconsin Rapids area,Wisconsin USA,Administrative/Clerical

Wood Countyis an Equal Opportunity Employer (M/F/D/V).

Location:

River Block Building - WR

FT/PT:
Full-time 38.75hrs/week - WRS Eligible

Final date to receive applications: 10/12/2026

Hiring Range: $21.39 to $24.19/hr

Job Responsibilities

WHO WE ARE:

The Wood County Human Services Department has great passion for helping the members of our community. As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality services is a shared goal across all departments.

If you have a background in a clerical background, please consider joining our team!

WHAT WE OFFER:

Health Insurance - we offer low premiums and low deductibles, with excellent coverage!
Dental Insurance
Vision Insurance
Wisconsin Retirement System (WRS) - This is one of the best-funded public pension plans in the U.S.!
457 deferred compensation plan
Vacation and Sick Time - Start accruing for both on your first day!
10 Paid Holidays
Flexible Spending Account to set aside pre-tax dollars for childcare and medical expenses
Life Insurance
Short and Long-Term Disability
Wellness Incentive Plan
Public Student Loan Forgiveness (PSLF) program

GENERAL FUNCTION

This position directs and receives all clients in person and by phone for all services provided within the Wood County Human Services Outpatient Clinic (OPC). Provides support to clinicians, nurses, psychiatrists, supervisors and management. Receive calls, check in appointments, and monitor the waiting area during all operating hours which include some evening hours with minimal supervision. Direct and schedule clients requesting mental health and AODA services.

Direct clients requesting information on adult protective, child abuse and neglect or other services, including crisis intervention and children with disabilities to appropriate parties. Analyze and assess clients' needs and refer to the appropriate person or department, provide follow up when needed. Receive payments, scan and input sensitive client information into the database while following state and federal HIPPA guidelines and county policies and procedures in a large, open waiting area.

RESPONSIBILITIESA.ESSENTIAL

FUNCTIONS

Maintain the appointment scheduling calendar in the database for all Outpatient Clinic services. Work with management and clinic staff to coordinate changes in services, staff availability, and all information accurately in the database.

Daily appointment reminder phone calls.

Answer multiple telephone lines to screen and direct calls to the appropriate staff person. Greet clients and visitors. Schedule client appointments and staff appointments, meetings and groups. Handle routine inquiries from public and staff, direct clients to appropriate staff members.

Build and maintain scheduling structure for each provider as needed. This would include scheduling meeting rooms and technological needs.

Facilitate and provide information to clients on various information packets for multiple agency programs. This would include copying additional packets as needed, occasionally creating flyers, signage or pamphlets for the outpatient clinic.

File documents and records as appropriate, use electronic scanning software integration with client records and other applications.

Organize, file, and maintain all Outpatient Clinic closed files, follow all state and federal regulations and county and department policies on the handling, storage and destruction of records. Track and record all placement of records on-site within the database noting when each record is destroyed.

Take payments and issue receipts.

Update and maintain cancellation and waitlists for Outpatient Clinic services.

Process credit card payments and reconcile all credit card transactions on a weekly and monthly basis

Process incoming and outgoing Releases of Information (ROI) and ensure compliance with state and federal rules related to disclosure of records

Serve as backup for other clerical staff.

Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.

B.OTHER JOB DUTIES

Attend Department and Division meetings.

Promote the Mission, Vision, and Values of the Department.

Any other duties as assigned.

Job Qualifications

High school diploma or equivalent, preferably supplemented by completion of a secretarial or administrative assistant…

Administrative Assistant II – OPC Scheduling​/Reception

Administrative Assistant II – OPC Scheduling/Reception