Administrative Assistant

Full-Time Administrative Assistant

Outagamie County is now hiring a full-time administrative assistant!

We are looking for a detail-oriented professional with strong administrative experience, advanced computer skills, and the ability to handle confidential information with discretion. The ideal candidate will have excellent communication abilities, proficiency in departmental software and office equipment, and the capability to work independently while supporting a variety of internal and external stakeholders. Plus get to be a part of the Wisconsin Retirement System Pension!

Reporting to the Administrative Services Manager, 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 : 30 PM with possibilities of overtime

Location : Outagamie County Government Center at 320 S Walnut St. in Appleton, WI in the Department of Health and Human Services (DHHS)

Key Responsibilities

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.

• Supporting management with the administrative tasks related to employee, contract staff, and intern onboarding, departures; ongoing Human Resource, Maintenance, State, and department program processes.
• Managing the H&HS monthly and budget Table of Organization; maintaining all department personnel files, staff licensures and certifications.
• Assisting 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.
• Setting up and maintaining department databases, performing program administrator tasks, creating and analyzing reports and ensuring data accuracies within the department.
• Performing work within software programs including Facility Dude, AtHoc, Project Requests
• Creating departments evaluations, running query reports for accuracy and tracking purposes, completing step increase personnel actions for Human Resources.
• Reviewing for accuracy and completeness the H&HS bi-weekly employee payroll and submitting to Finance for processing. Providing training to new staff and is available as an ongoing resource for employees.
• Reconciling department credit card, preparing vouchers, reconciling accounts, and p-card allocations. This includes verifying the accuracy of transactions, preparing supporting documentation and ensuring expenses are appropriately allocated.
• Running monthly Productivity reports from the EHR system for Managers to ensure staff productivity is meeting requirements for funding.
• Coordinating and submitting paperwork for all H&HS department staff moves; primary contact for MIS and building maintenance.
• Coordinating department keys, cell phones, headsets; managing the ordering and tracking of equipment
• Coordinating payments / receipts for lost equipment
• Scheduling department zoom meetings
• Managing Laserfiche files, scanning material and retrieving information as required
• Providing administrative support for various workgroups and completing special projects.
• Generating 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.

Education / Certifications / Experience Requirements

Required or Preferred Skills

Outagamie County is an equal opportunity employer. In compliance with the Americans with Disabilities Act, the county will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

Outagamie County offers benefit options and paid time off for team members that work 20+ or more hours per week. Learn more today by visiting : Outagamie County Employee Benefits

Outagamie County is committed to developing, nurturing, and sustaining an equitable community and workforce where all individuals can thrive. We pledge to amplify the voices of under-represented communities or those who were historically excluded, by removing barriers that result from racial, social injustice and inequities. We strive to ensure that equity, diversity, inclusion are embedded at all levels of Outagamie County programs and departments through acknowledging, analyzing, and addressing the root causes of inequities. We will create and advance equitable policies, practices and procedures, including, but not limited to County services, recruitment and retention, policies and practices, budgeting and procurement. We commit to being transparent and will continually evaluate and update our values when identified goals and objectives are not being achieved or sustained. Outagamie County will strive to create an inclusive environment where every community member feels like he / she / they belong.

Outagamie County offers a comprehensive and highly competitive benefits package to its employees. Levels of benefits can vary based on employment status and employee group.

Medical Coverage : Outagamie County currently offers eligible employees a Low-Deductible Health Plan and a High Deductible Health Plan with a Health Savings Account (HSA). Each of these plans are available for single or family coverage at affordable rates.

Dental Coverage : Eligible employees may choose either single, limited family, or family coverage.

Vision Coverage : Outagamie County offers single, employee plus one, employee plus children, and family voluntary vision insurance for those that are benefit eligible. Vision insurance coverage provides an opportunity for employees to save money on routine vision exams, contacts, eyeglass frames, and lenses.

Life Insurance : Outagamie County provides group life insurance for full-time employees. The cost of this coverage is paid for in full by the County.

Voluntary Short-Term Disability Insurance : Short-Term Disability pays the employee a portion of his or her income for a specified period of time, as determined by the plan. The Short-Term Disability plan provides coverage for injuries and illnesses that occur outside of work. The premium for this coverage is paid entirely by the employee and is available to active employees that meet the hours threshold requirements.

Long-Term Disability Insurance : All regular, non-union full-time employees are eligible for long-term disability coverage. Premiums are fully paid by the County.

Wisconsin Retirement System : Wisconsin Retirement Program helps provide for financial security during retirement. Monthly annuity payments at retirement are calculated using years of creditable service, average earnings