Administrative Professional II

Position Summary and Job Duties

Provides clerical support and front desk coverage to programs within the Human Services Department, primarily the Youth Justice Program. Supports and promotes the Mission, Vision and Guiding Principles of the Human Services Department. Performs in a manner consistent with the HDS Professional Standards and "Commitment to my Co-Workers".

35% - Enters client information in various database applications.

• Requests client identification numbers for clients not already in the county's master client information system (Avatar).
• Enters program admissions and discharges for the Youth Justice program.
• Enters youth offense charges and outcomes in Avatar databases.
• Enters police referrals in the Wisconsin Statewide Automated Child Welfare Information System (eWiSACWIS), and Avatar. Links referrals to Secure Detention Registry as needed.
• Runs Judicial review report which notifies workers when a Review Hearing needs to be scheduled with the court and then entering the juvenile Judicial Review Hearing information into eWiSACWIS.Scans and uploads documentation from client case files and uploads into eWiSACWIS.
• Assists with data entry clean up for a variety of program areas.

• Provides telephone coverage for the supervisors and staff; contacts by cell phone, if necessary.
• Greets visitors and notifies workers.
• Monitors lobby activity (arguments, physical altercations, excessive noise, inappropriate behaviors and get staff if necessary).
• Operates a variety of office equipment and assists staff with the use of the equipment.
• Prepares Restitution Order of Judgment documents for victim reimbursement.
• Mails out Court Reports.
• Communicates with law enforcement, District Attorney, courts, schools, parents and youth.
• Prepares various spreadsheets, lists and reports.
• Maintains a stock of forms and supplies.
• Retrieve voice mail messages and forward/answer messages.

• Performs the tasks necessary to carry out the file construction, filing, retrieval and chart tracking of the juvenile client files as well as other programs in the Human Services Department.
• Updates the youth court activity in Avatar.
• Communicates with the Youth Services Center for youth in custody.

• Receives the Court Calendar and list of youth scheduled for Calendar Call.
• Checks Avatar to see if a financial form is needed; if so, prepares and prints the form.
• Completes all paperwork and distributes to the appropriate staff.
• Communicates with Accounting for any fees or restitution/judgement owed.

• Schedules oil changes and repairs on the vehicles.
• Maintains a log of services performed on the vehicles.
• Reports vehicle mileage usage to the Highway Department, on a monthly basis.
• Utilize the FASTER reservation program to dispatch and return county vehicles for workers in the building

Success Factors (KSA's)

• Knowledge of various software programs, including but not limited to Microsoft Word, Excel, 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.

Job Requirements, Education, Training & Experience

• 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 35 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.

Essential Job Functions (physical elements, equipment and working conditions)

Physical elements:

• Ability to stand, walk and sit.
• Ability to exert 20 lbs of force occasionally or up to 10 lbs of force frequently.

• Ability to use computer and computer keyboard, telephone, copier/fax machine.

• Almost all indoor work in an office setting.
• A valid driver's license to get between various county buildings is required.
• Potential interactions with clients that may be unpredictable resulting in high stressed environment.