Administrative Clerk III - Administration (HHS)

Salary: $21.68 - $29.33 hourly
Location: Elkhorn, WI
Job Type: Full-time

About the role

This position is responsible for program clerical support, provision of high-quality customer service, and coordination for various program areas within the department.

Schedule

• Division: Administration
• Days: Monday - Friday
• Work Hours: 8:00 a.m. - 4:30 p.m.
• Hours Per Shift: 8
• Shifts Per Pay Period: 10
• Position FTE: 1.00

Responsibilities

• Assist in quality control efforts.
• Monitor, verify, and audit records and other materials to ensure compliance with State, Federal, county, and departmental documentation requirements. Recommend revisions as needed to support best practice standards.
• Reconcile department P-card purchases on a monthly basis. Communicate necessary changes to current P-card users, supervisors, and managers, including updated or new procedures and end-of-year timelines.
• Support all new P-card users with understanding the internal P-card process using available job aids and hands-on instructions.
• Process all invoices by preparing the appropriate Request for Check (RFC) or completing purchase order transactions, and submit all finalized documentation to Accounts Payable for payment.
• Enter requisitions to generate new purchase orders so payments can be processed promptly as invoices are received.
• Provide support for the division’s day-to-day fiscal responsibilities as assigned.
• Provide back-up support for contract processing and other staff as needed.
• Compose, type, and distribute routine correspondence and reports.
• Communicate information to internal staff, external providers, stakeholders, and other individuals.
• Process internal departmental invoicing.
• Collect, verify, and enter data into various databases to ensure that program and funding requirements are met.
• Create spreadsheets to track program data as indicated.
• Compile data and generate result summaries.
• Create and maintain paper and electronic filing systems for records, correspondence, and other material.
• Review work done by others to check for accuracy, ensure policies are followed, and recommend revisions.
• Scan or read incoming materials and check for accuracy. Determine how and where they should be classified or filed. Recommend revisions as needed.
• Demonstrate a commitment to county safety and risk management efforts.

Requirements

• High school diploma plus one additional year of formal preparation and two to three years of relevant prior experience.
• Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Proven experience with legal and medical terminology.
• Knowledge of Trauma Informed Care principles is essential.

Interactions & Communication

Responds to requests and initiates contacts to exchange basic or general information with others.

Decision Making

This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or the work unit within a department and information is provided to others for their decision-making.

Thinking & Problem Solving

In relation to established procedures, protocols, and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues.

Tools and Equipment Used

• Typewriter
• XGA PC
• Projector
• Telephone/TTY
• Overhead Projector
• Calculator
• Microfilm Reader
• Copy Machine
• TV/VCR
• FAX Machine
• Personal Computer/Printer
• Scanner/Imaging

Work Environment

The noise level in the work environment is usually moderate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to use hands to finger, handle, or feel; and talk or hear.
• Frequently required to sit and use hands to finger, handle, or feel.
• Occasionally required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Benefits

• Scheduled Time Off: Accrued based on straight-time hours paid each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor.
  • 10 days per year after 1 year of Walworth County Service
  • 15 days per year after 5 years of Walworth County Service
  • 20 days per year after 15 years of Walworth County Service
• Personal Time Off: 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, remaining personal time off hours may be moved to the extended sick leave bank or paid out.
• Extended Sick Leave Bank: Used for time off of work for more serious health conditions requiring three or more consecutive days off or during an approved leave of absence.
• Holidays: Ten paid holidays each year (pro-rated for part-time employees).
• Insurance: Eligibility for employees hired into a .75 FTE or higher position:
  • Health Insurance: Choice of Tier 1 (standard co-pay plan) or Tier 2 (High Deductible Health Plan with HSA). County contributes to HSA for Tier 2. Monthly premium split between County and employee.
  • Dental Insurance: County pays 100% of premium for full-time and 50% for part-time employees.
  • Life Insurance: County provides $25,000 term life insurance; option to purchase additional coverage.
  • Short-Term Disability Insurance: Premiums paid by employer.
  • Long-Term Disability Insurance: County pays 67% of premium; employee pays 33%.
  • Vision Insurance: Employee pays 100% of premium.
• Wisconsin Retirement System (WRS): Coverage for employees expected to work a minimum of 1200 hours per year. Provides separation, disability, or retirement benefits. Payment split between county and employee.
• Educational Assistance: Partial reimbursement for tuition upon completion of approved courses after 6 months of employment.
• Tax-Sheltered Benefits: Option to participate in Deferred Compensation (S457 plan), Medical Spending Account (S125 plan), Dependent Care Plan (S125 plan), and Health Savings Account (S223 plan).
• Workers Compensation: Coverage for any illness or injury arising out of employment. County supplements workers' compensation lost-time payment for up to 1 year.
• Direct Deposit: Required participation in direct deposit of paycheck.
• Employee Assistance Program (EAP): Confidential assistance for family and financial matters through Curalinc (888-881-5462).
• Bereavement Leave: Up to 3 days paid leave for immediate family members; 1 day for extended family members.
• Jury Duty: Regular wages made whole for time served on jury duty.
• Military Leave: Regular wages made whole for up to two weeks for annual reserve duty; extended leaves provided per state and federal laws.