Office Associate 3 - Human Services

Company Name:
Eau Claire County, Wisconsin
Job Title: Office Associate 3 - Human Services
Closing Date/Time: Sun. 06/01/14 11:59 PM Central Time
Salary: $14.33 - $15.79 Hourly
$1,146.40 - $1,263.20 Biweekly
$2,483.87 - $2,736.93 Monthly
$29,806.40 - $32,843.20 Annually
Job Type: Full-Time
Location: Eau Claire County Courthouse, 721 Oxford Avenue, Eau Claire, WI 54703, Wisconsin
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POSITION SUMMARY Benefits Supplemental Questions
Provides a variety of general clerical support to assist Department of Human Services (DHS) administrative and professional staff.
ESSENTIAL FUNCTIONS (Illustrative only):
Provides reception coverage by communicating with the public, employees, and other individuals to answer questions regarding departmental programs and services and/or refers clients to appropriate staff or agency; provides appropriate forms/applications or other requested materials; reviews submitted forms/applications for completeness and compliance with applicable rules and regulations; informs clients of any discrepancies and/or further action required; routes accepted materials to appropriate personnel
Performs client registration for individuals seeking assistance through the Food Share, Medical Assistance, and Child Care Assistance Programs
Registers individuals into the CARES computer-based records system
Determines if individuals should receive priority services and takes action to implement
Schedules appointments with appropriate eligibility staff
Reviews case notes; communicates accurate information to clients
Refers clients to other community agencies for food, shelter, and medical services
Performs general clerical support functions including filing, opening and distributing office mail, typing various correspondence, memos, reports, and forms, scanning, faxing, photocopying, and collects and reviews time sheets for the department
Provides clerical support for the Department of Human Services advisory and ad hoc committees
Schedules meetings and prepares agenda items and supporting documentation and equipment
Compiles agenda packets to ensure all necessary information is present and in proper format and distributes accordingly
Attends meetings and records and transcribes minutes
Follows through on committee directives and information requests
Provides public with necessary meeting notices
Maintains records for each committee and retrieves information as requested
Monitors committee memberships and initiates recruitment when necessary
Enters, maintains, scans and updates data for a variety of Human Services programs into computer database systems in accordance with established procedures; verifies accuracy of data entries; retrieves data to compile and run reports
Compiles, prepares, and distributes court documents, forms, reports, systems review documentation, and types and transcribes correspondence
Creates newsletters, presentations, brochures, spreadsheets, and visual aids
Prepares case files and reviews closed files for completeness; opens cases in computer database systems; completes licenses and sends out background checks
Attends court hearings; interprets discussion; completes and distributes court documents
Coordinates registration and travel arrangements for staff attending conferences or training; calculates monthly mileage costs for staff
Runs background checks for multiple DHS programs and outside agencies
Sends out, receives, and records billing documents for Kinship Care Program; calculates provider payments
Tracks State reporting deadlines for professional staff and sends out corresponding notifications
Reserves and sets up meeting rooms and gathers necessary office equipment for DHS staff
Maintains and updates employee handbooks for new Department of Human Services employees
Maintains flex schedule logs
Schedules client appointments and makes appointment reminder calls
Processes records information requests
Adheres to backup systems for all programs and units within the department
Maintains departmental and program policy and procedure manuals
Inventories and orders office supplies, materials, agency forms, and equipment
Assists with updating and maintaining DHS websites
Maintains appointment and conference room schedules and sets up equipment
As authorized by supervisor, provides administrative support to WISACWIS program
Performs other duties as assigned or directed
High school diploma or its equivalent (GED)
Two (2) or more years of previous full-time general office/clerical experience
Demonstrated proficiency in personal computer use with Microsoft Office software
Appointment will be conditional upon successful completion of criminal and caregivers background checks
Eligibility for State of Wisconsin Notary Certification

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