Administrative Assistant - Waukesha, United States - Waukesha County, WI

Waukesha County, WI

Verified Company

Waukesha, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

Description:

FUNCTION OF THE JOB:

This position provides on-call administrative and program operations support on our inpatient unit, administrative support area, or front desk reception for the Department of Health and Human Services at the Mental Health Center building.

This position completes office support functions including organizing files, preparing documents, sorting and distributing mail, and greeting visitors, answering phones, responding to and interacting with the public, as well as serving as a source of information for staff and the public.

This position is part of a team who provides either pre-arranged or on-call coverage when one of our full-time team members is out of the office.

SPECIFIC DUTIES OF THE POSITION:

The specific duties of the Waukesha County Department of Health and Human Services (WCDHHS) Administrative Assistant include:

Provides Front Desk backup coverage

Front desk coverage includes:

greeting and assisting customers in person, by telephone, or other methods; providing information; scheduling clients for provider visits; answering questions; or directing clients, staff, volunteers, and visitors to WCMHC.

This position transfers calls utilizing a multi-line phone system.

Provides Inpatient Unit Administrative backup coverage.

Inpatient Unit Administrative coverage includes:

assisting customers in person, by phone, or other methods; providing information; scheduling patient appointments; answering questions; contacting other workforce members or facilities to arrange transportation, or coverage; entering information into our medical record; and scanning documents, records and reports, copying materials, filing paper and/or electronic information, and distributing documents.

Provides Administrative Assistant backup coverage.

Administrative Assistant backup coverage includes:

preparing a variety of documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department; performing data entry, maintains, and updates electronic files and databases; monitoring, maintaining and ordering office supplies; organizing and maintaining files and file systems; scanning documents, records and reports, copying materials, filing paper and/or electronic information, and distributing documents as necessary; and stamping, sorting and distributing Waukesha County Mental Health Center (WCMHC) mail.

Utilizes Microsoft Office to create and update documents.
Utilizes Microsoft Excel to create and maintain various spreadsheets.
Provides information and referral information to other department and outside agencies.
Utilizes Outlook calendaring system.
Handles confidential or sensitive information and documents.
Follows and adheres to County policies, procedures, and federal, state, and local regulations.
Hours either works 7:00 AM to 3:30 PM or 8:00 AM to 4:30 PM. Number of hours and times worked are based upon position providing backup coverage.
Performs other duties as apparent or assigned.

Selected qualified applicants will be required to complete skills testing which includes keyboarding, basic Microsoft Word, and basic Microsoft Excel.

Example of Duties:

Under close supervision, performs a broad variety of clerical and administrative support work in a department, division, program, or other work unit within County government.

Typical duties include greeting visitors, answering and directing calls, providing customer service, preparing communications, preparing, organizing, and maintaining records, reports and files, assists with projects, responds to the public, and performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
At this level, work involves routine, repetitive, and recurring tasks that require following standardized, sequential steps, processes, or procedures. Assignments are structured and specific guidelines are available in procedure manuals and/or written or verbal instructions.

Deviations from standard practices require prior approval by the supervisor, who is generally available to answer questions and make decisions, or professional staff within the work unit.

The following list of duties and responsibilities are commonly performed by a position at this level, but are not necessarily required of all positions.

Greets and assists customers, in person, by telephone or other methods to provide information, answer questions, or directs to appropriate staff.
Prepares a variety of routine documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department.
Performs data entry, maintains and updates electronic files and databases.
Receives, records and processes payments, balances cash drawer daily, and prepares related reports.
Monitors, maintains and orders office supplies, maintains equipme