Administrative Clerk III (HHS)

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. 
 

Assist in quality control efforts.  Monitor, verify and audit records and other materials to ensure compliance with State, Federal, county and departmental documentation requirements.  Recommend revisions as needed to support best practice standards.
 
Process all invoices and purchase orders and submit to Accounts Payable for payment or process payment with County issued p-card.
 
Assist with contract development in the areas of provider information requests, including licenses, proof of insurance, and general information, and update internal documentation accordingly. 

Act as the division’s gift card custodian, responsible for purchasing, tracking, and submitting documentation as needed. 

Provide administrative back-up support for division and agency staff as needed.
 
Compose, type, and distribute routine correspondence and reports.
 
Support with the planning and execution of the division’s outreach activities and events with clients and the community. 

Communicate information to consumers, internal staff, external providers, State database systems, stakeholders and other individuals.

Collect, verify and enter data information into various databases to ensure that program and funding requirements are met. Enter and route referrals received into the electronic database. Create spreadsheets to track program data as indicated. 
 
Coordinate with division supervisors on scheduling time-sensitive court hearings and assist staff with all necessary e-filing requirements. 

Assist in the tracking of identified division/program target measures.  Provide quality assurance and statistical reports to program leadership.  

Assist with the ordering and printing of program forms, policies and procedures, training manuals, informational brochures, program materials, and other items as needed.

Scan, file, and organize legal, medical record, and case documents. 

Create and maintain paper and electronic filing systems for records, correspondence, and other material.
 
Serve as the representative payee for child trust accounts, including documentation and processing of payments issued and received and reconciliation of account balances in the electronic systems. Provide back-up on an as needed basis to the main representative payee overseeing the behavioral health adult client accounts.

Create and distribute various reports and correspondence for the division including but not limited to certifications, newsletters, memorandums, calendars, and event schedules.

Conduct necessary Caregiver Background Checks for all vendors, volunteers, and guardians to remain in compliance with state and federal guidelines.

Make travel arrangements for division staff. Prepare travel documents and arrange hotel confirmations and payments.

Participate as a member on the department sweep team for emergency preparedness, assuring that assigned area is clear during weather alerts, 911 incidents, and other times the team is activated.

Demonstrate a commitment to county safety and risk management efforts.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

Education and/or Experience
High school diploma or equivalent plus one additional year of formal preparation and two to three years of relevant prior experience.  Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Knowledge of Trauma Informed Care Principles is essential.
 
Certificates, Licenses, Registrations
Wisconsin Notary Public Commission
 
Interactions & Communication
Responds to requests and initiates contacts to exchange basic or general information with others.
 
Decision Making
This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested.  These decisions directly impact performance in the job and/or the work unit within a department and information is provided to others for their decision making.
 
Thinking & Problem Solving
In relation to established procedures, protocols and policies of the county, challenges of this position tend to be routine and primarily related to procedure and process issues.
 
Tools and Equipment Used
Telephone          FAX Machine                 Personal Computer/Printer/Scanner             
Typewriter          Copy Machine               Calculator

 
WORK ENVIRONMENT  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

 
PHYSICAL DEMANDS  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk; sit; use hands to finger, handle or feel; and reach with hands and arms.  The employee frequently is required to talk or hear.  The employee is occasionally required to stand; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision and color vision.