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Administrative Assistant

Rock County Janesville, WI
  • Posted: September 19, 2019
  • Full-Time

Provides administrative support to the Behavioral Health Division and generally to other programs in the Human Services Department.

28% - Provides front desk coverage for the Comprehensive Community Services Program.

  • Greets clients and other visitors; notifies staff or coverage of their presence.
  • Verifies address, phone, and insurance information with clients; obtains signatures for changed data.
  • Answers in-coming phone lines, transfers calls, maintains voice-mail groups, etc.
  • Monitors lobby activity (arguments, physical altercations, excessive noise, inappropriate behavior), and contacts program staff, if necessary.  
  • Keeps the lobby area neat and clutter free; promotes a welcoming environment.
  • Sorts inter-office and in-coming U.S. mail and prepares the inter-departmental mail bags for the mail courier.
  • Retrieves and distribute faxes.
  • Receives medication deliveries from pharmacies and secures in appropriate location. 
35% - Provides general clerical support to the Comprehensive Community Services Program.
  • Ensures needed forms are available.
  • Transcribes minutes, prepares agendas and handouts, reserves meeting rooms, types correspondence,      for various meetings.
  • Receives information and basic knowledge from case workers, on the plans of care or Crisis Intervention needs of clientele.    
  • Prints daily schedules for Physicians.
  • Assists with Intake paperwork for new clients.
  • Assists staff in preparing charts for State audits.
  • Requests release of information and other required documents from outside providers.
  • Operates a variety of office equipment and assists staff with the use of equipment.
  • Monitors, orders, and replenishes building supplies, as needed.
35% - Provides data and information management support.
  • Enters client demographics and information into electronic health record system.
  • Performs the tasks necessary to carry out the file construction, filing, retrieval and chart tracking of the client files.
  • Assists with monitoring ongoing program compliance tracking; updates information as it is received.
  • Scans/uploads client record information into electronic health record system. 
  • Schedules client appointments as needed.
  • Prepare and assist client's with demographic and financial forms.
  • Enter client financial and insurance information into 
  • Reviews Forward Health for insurance verification, prior to client's appointments.
  • Processes records to be closed and routes to the Records Department closed files.
  • Prepares/maintains data; distributes reports and statistics as required. 
2% - Performs other duties as assigned.
  • Provides minimal front desk coverage at other program locations determined by direct supervisor;   Answer incoming phone calls, greet individuals as they enter the lobby, schedule appointments.
  • Provides additional administrative support to programs, as deemed necessary.
  • Knowledge of various software programs, including but not limited to Microsoft Word, Excel, Access and Outlook.
  • Knowledge of computer principles, practices and applications.
  • Knowledge of general current office practices, procedures and familiarity with standard office equipment.
  • Knowledge of business English, spelling, grammar and punctuation.
  • Ability to understand and effectively carry out oral and written instructions.
  • Ability to maintain a high level of confidentiality.
  • Ability to multi-task and perform a wide range of clerical duties accurately.
  • Ability to establish and maintain effective public and working relationships.
  • Skill in maintaining a high degree of accuracy and completing data and records. 
  • Work requires familiarity with departmental policies and procedures. 
  • Graduation from high school supplemented with pertinent course work at a business college or vocational school.
  • Experience with a variety of computer programs to include but not limited to databases, access, excel, word, website and related department software programs.
  • Must be able to type a minimum of 40 net words per minute.
  • Five or more years of responsible office work experience, or any equivalent combination of training and experience which provides the above knowledge, abilities and skills.
  • Valid driver's license.
Physical elements:
-Ability to stand, walk and sit.
-Ability to exert 20 lbs of force occasionally or up to 10 lbs of force frequently.
Equipment use:
-Ability to use computer and computer keyboard, telephone, copier/fax machine.
Working conditions:
-Almost all indoor work in an office setting.
-Potential interactions with clients that may be unpredictable resulting in a high stressed environment.
-A valid driver's license to get between various county buildings is required. Employment Type: Full Time

Rock County

Address

Janesville, WI
53545 USA

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