Program Support Specialist – Reception

Application Deadline: 2023-12-03
Job Type: County
Job Description:

Join our team and make a difference in your community as a Program Support Specialist focusing on Reception within our Human Services Department.

Sauk County is the ultimate destination where anyone can happily live, work, and play. We are looking for someone who has the desire to support local communities and be a part of the Human Services team.

The purpose of the Program Support Specialist is multi-faceted. This position may perform reception duties at both the Baraboo and Reedsburg Human Services locations, gather client intake information and determine program eligibility for Sauk County Department of Human Services programs and other administrative duties as assigned.

**New wages starting in 2024.
**Accrue vacation and sick days monthly.

Essential Duties
Perform department reception tasks while maintaining a high level of confidentiality by answering multi-line telephone system, routing telephone calls to appropriate staff, providing general information to the public, taking, and delivering messages and forwarding crisis hotline to Northwest Connections. Calls received include clients in crisis, law enforcement agencies, hospitals, schools, consumers seeking services, etc.

Open reception area daily by retrieving morning messages, updating Office Status (electronic employee sign in/out system), transferring messages to supervisors, staff, or appropriate Sauk County agency, and rescheduling clients as needed.

Greet consumers and visitors; direct to appropriate person, unit, Sauk County Department or other outside agency; doctor/therapist appointments and visitor appointments; update client demographics; and collect client paperwork (including payroll stubs, taxes, ES forms, medication consent forms, etc.), date stamp and route to appropriate unit or scanning.

Receive consumers request for services, gather and document initial assessment of needs, create referral for services in electronic health record and distribute intake information to appropriate unit to include Adult Protective Services, Community Support Program, Birth to Three Program, and Children’s Long Term Support programs.

Monitor fax machine for incoming faxes and incoming email for police reports and distribute to appropriate personnel.

Schedule appointments for outpatient mental health and nurse appointments in department information system and maintain doctor’s schedules.

Create printouts and distribute monthly schedule for on-call Crisis staff.

Open and distribute incoming department mail and send outgoing mail.

Type minutes for monthly Human Services board meeting and upload meeting agendas online.

Create and maintain department newsletter as the editor.

Create and maintain current employee list and distribute list with location, room number and extension to Human Services Employees as necessary.

Create and maintain resources throughout the community and beyond for public seeking services other than what DHS provides.

Create and maintain job/task procedures.

Provide administrative support as needed such as room reservations, mailings, and updating unit materials to Human Services units including Mental Health and Recovery Services, Integrated Services Program, Adult Protective Services, and contracted staff.

Communicate with the Critical Incident on-call staff of concerning situations that arise with consumers.

Document all screened in Child Protective Service reports, case closures and transfers in electronic health record and monitor Child Protection and Youth Justice time entry for completeness.

Assist in training those who backup and cover reception.

Update bulletin boards.

Restock information center by ordering informational brochures, pamphlets, and books.

Receive, date stamp and route client information.

Distribute surveys to clients and collect and redistribute to appropriate staff.

Maintain cleanliness of lobby, reception area and mailroom.

Monitor National Warning System to issue notifications to staff of dangerous weather or dangerous situations in the area.

And other duties as assigned.

Minimum Training and Education

Associate degree in Human Services or another related field

3 years of related experience


Valid Wisconsin State Motor Vehicle Operator’s License

Any combination of education and experience that provides equivalent knowledge, skills and abilities may be considered.

Deadline Note: