Administrative Clerk III - Family Wellness & Preservation (HHS)

About the role

This position provides clerical and administrative support to the Family Wellness and Preservation division, including direct interactions with clients, vendors, staff, and division leadership. It also serves as the representative payee for processing and reconciling child trust accounts.

This position has no supervisory responsibilities.

Schedule

• Days: Monday - Friday
• Work Hours: 8:00 am - 4:30 pm
• Hours Per Shift: 8
• Shifts Per Pay Period: 10
• Position FTE: 1.00

Responsibilities

• Assist in quality control efforts, monitoring, verifying, and auditing records to ensure compliance with State, Federal, county, and departmental documentation requirements.
• Process invoices and purchase orders, submitting them to Accounts Payable or processing payments with a County-issued p-card.
• Assist with contract development, including provider information requests such as licenses, proof of insurance, and general information updates.
• Act as the division’s gift card custodian, responsible for purchasing, tracking, and submitting documentation.
• Provide administrative backup support for division and agency staff as needed.
• Compose, type, and distribute routine correspondence and reports.
• Support planning and execution of division outreach activities and events.
• Communicate information to consumers, internal staff, external providers, State database systems, stakeholders, and others.
• Collect, verify, and enter data into various databases to meet program and funding requirements.
• Enter and route referrals into the electronic database and create spreadsheets to track program data.
• Coordinate with division supervisors on scheduling time-sensitive court hearings and assist with e-filing requirements.
• Assist in tracking division/program target measures and provide quality assurance and statistical reports to program leadership.
• Order and print program forms, policies, procedures, training manuals, informational brochures, and other materials.
• Scan, file, and organize legal, medical record, and case documents.
• Create and maintain paper and electronic filing systems for records, correspondence, and other materials.
• Serve as the representative payee for child trust accounts, including documentation, processing payments, and reconciling account balances.
• Provide backup support for the main representative payee overseeing behavioral health adult client accounts.
• Create and distribute reports and correspondence, including certifications, newsletters, memorandums, calendars, and event schedules.
• Conduct Caregiver Background Checks for vendors, volunteers, and guardians to comply with state and federal guidelines.
• Make travel arrangements for division staff, including preparing travel documents and arranging hotel confirmations and payments.
• Participate as a member of the department sweep team for emergency preparedness.
• Demonstrate a commitment to county safety and risk management efforts.

Requirements

• High school diploma or equivalent plus one additional year of formal preparation and two to three years of relevant prior experience.
• Proven ability to perform basic arithmetic operations, compute rates, ratios, percentages, and interpret bar graphs.
• Knowledge of Trauma Informed Care Principles.
• Wisconsin Notary Public Commission.

Skills

• Responds to requests and initiates contacts to exchange basic or general information.
• Makes decisions within general procedures and protocols; supervision is available as required.
• Solves routine challenges related to procedure and process issues.

Tools and Equipment Used

• Telephone
• FAX Machine
• Personal Computer/Printer/Scanner
• Typewriter
• Copy Machine
• Calculator

Work Environment

The noise level in the work environment is usually moderate.

Physical Demands

• Regularly required to walk, sit, use hands to finger, handle, or feel, and reach with hands and arms.
• Frequently required to talk or hear.
• Occasionally required to stand, stoop, kneel, crouch, or crawl.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, and color vision.

Pay

Salary: $21.68 - $29.33 hourly

Benefits

• Scheduled Time Off: Accrued based on straight-time hours paid each pay period.
  • 10 days per year after 1 year of service
  • 15 days per year after 5 years of service
  • 20 days per year after 15 years of 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). Remaining hours may be moved to the extended sick leave bank or paid out at year-end.
• Extended Sick Leave Bank: Used for time off due to 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:
  • 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. Premiums split between County and employee.
  • Dental Insurance: County pays 100% of premium for full-time employees and 50% for part-time employees.
  • Life Insurance: County provides $25,000 term life insurance; optional additional coverage for employee, spouse, and/or dependent children.
  • Short-Term Disability Insurance: Premiums paid by the employer.
  • Long-Term Disability Insurance: County pays 67% of premium; employee pays 33%.
  • Vision Insurance: Employee pays 100% of premium.
• Wisconsin Retirement System: Coverage for employees expected to work a minimum of 1,200 hours per year. 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: Options include Deferred Compensation (457 plan), Medical Spending Account (125 plan), Dependent Care Plan (125 plan), and Health Savings Account (223 plan).
• Workers Compensation: Coverage for work-related illness or injury, including medical expenses and compensation for lost time. County supplements lost-time payment for up to 1 year.
• Direct Deposit: Required for all employees.