Administrative Assistant II – FS/Payroll

WHO WE ARE:
The Wood County Human Services Department has great passion for helping the members of our community. As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality services is a shared goal across all departments.

WHAT WE OFFER:
In addition to who we are, Wood County team members are offered competitive salaries, flexible schedules, and an excellent benefits, including:
– Health Insurance
– Dental Insurance
– Vision Insurance
– Wisconsin Retirement System
– 457 deferred compensation plan
– Vacation and Sick Time, start accruing on your first day!
– Holiday Pay
– Flexible Spending Account to set aside pre-tax dollars for childcare and medical expenses
– Life Insurance
– Short/Long Term Disability
– Wellness Program
– Public Student Loan Forgiveness (PSLF) Program

Wage: $20.97 to $23.72/hr
Wage as of 7/1/26: $21.39 to $24.19/hr

CURRENT OPPORTUNITY TO JOIN OUR TEAM:
The Wood County Human Services Department, has an opening for an Administrative Assistant position. The primary responsibilities are set forth below. The work is performed under the immediate direction of the Support Services Manager with additional oversight.

GENERAL FUNCTION
The purpose of this position is to enter and maintain confidential client information in electronic records systems. Work with the courts (Judge’s and District Attorney’s Office), and Family Service staff to type, E-file and distribute petitions, court orders and court reports as needed. Responsible for reviewing and processing the bi-weekly payroll for Human Services and provide administrative support for various Human Services programs and staff.

RESPONSIBILITIES
A. ESSENTIAL FUNCTIONS
1. Prepare and distribute confidential court documents (such as petitions/notices /summons/forms/records, etc.) to all parties involved, including court officials, law enforcement, clients, attorneys, or other Human Services workers while following privacy policies, HIPAA regulations, State statutes, timelines and county policies.
2. File documents online using the Wisconsin Circuit Court e-Filing website.
3. Enter data, scan and upload documents into the Statewide Automated Child Welfare Information System (eWiSACWIS) regarding legal court paperwork and casework.
4. Review and process the bi-weekly payroll for the Human Services Department’s Community programs staff.
5. Work with case managers, social workers, clinicians, and therapists to accurately enter confidential client-related information within County and State-regulated timelines and statues. The majority of the documentation will be electronic but often includes hand-written documentation and audio files of court documentation, case notes, diagnoses, treatment plans, progress notes, voicemails and other protected health information.
6. Work with other administrative staff to sort, file, and deliver mail within the building and with other County departments.
7. Maintain Notary Public status and perform duties of Notary for agency. Complete Notary training when due, every 4 years.
8. Obtain, interpret, and process background checks received internally and externally (adoption agencies or another county or state) by using the Wisconsin Department of Corrections and Sex Offender Registry, Statewide Database and Wisconsin Circuit Court Access.
9. Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.
10. Must be familiar with and exemplify the Wood County Core Values and serve with courtesy and respect in accordance with the Wood County Code of Conduct.

B. OTHER JOB DUTIES
1. Investigate the locations and contact information of newspapers to publish notice of hearings within State regulated timelines
2. Prepare, efile, and send Permanency Plans, hearings and notices.
3. Act as backup to monitor the Drop-In Center clients and activities; update staff as needed if there are health or safety concerns. Provide a positive presentation encouraging consumers to use the Drop-In, promote positive interactions with others.
4. When assigned, serve as back up for other administrative staff
5. Other duties as may be assigned.

EXPERIENCE, TRAINING, QUALIFICATIONS
High school diploma or equivalent, supplemented by an Associate’s Degree in Human Service related fields, Business, Administrative Assistant, or equivalent education and work experience required. Typing skills of 45 w.p.m. and prior experience with transcription or dictation a plus. Ability to accurately operate a computer and software and other equipment as specified, and to learn any upgrades and changes which may occur. Basic everyday living skills are needed, as is the ability to understand and follow oral and written directions. Reading and writing, adding and subtracting skills are necessary to communicate orally and in writing. Ability to work independently with minimal supervision, prioritize tasks, work efficiently, remain flexible under pressure and meet time constraints. Maintain confidentiality, critical. Demonstrated ability to work effectively with co-workers, congenial with clients and the general public.

Basic office equipment used: computer multi-function printer, headphones/earbuds, calculator, scanner, video-conferencing equipment and multi-line telephone.

AA/EEO

https://careers.woodcountywi.gov/

Deadline Note: