Administrative Specialist - ADRC-CW

Job Posting End Date:

Worker Sub-Type:

Scheduled Weekly Hours:

Position Summary:

The Administrative Specialist provides support to managers, other employees, and office visitors by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive.

This is a part-time position, working 28 hours per week. This work will be primarily based in the Wausau ADRC-CW office, with occasional travel to our other office locations as needed.

Examples of Work Performed:

The following duties are typical of this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required or assigned.

• Greet and welcome customers, clients and other visitors to the ADRC-CW. Responsible for making a good first impression for the organization.

• Check visitors in and direct or escort them to specific destinations.

• Inform other employees of visitors arrivals or cancellations.

• Anticipate the needs of others in order to ensure their seamless and positive experience.

• Answer telephone calls and take messages or forward calls to appropriate ADRC-CW staff.

• Handle incoming and outgoing mail, email and deliveries.

• Copy, file, and maintain paper or electronic documents.

• Provide overall, general office support to other employees of the ADRC-CW.

• Work as a team with other clerical staff across the region to ensure the best practices and customer service.

• Provide public information and customer service for ADRC-CW services.

• Enter data in relation to State reporting requirements; make changes and updates as needed to develop and maintain maximum and efficient reporting capacity.

• Registers participants for ADRC-CW programs and classes

• Actively recruit and orient volunteers

• Maintain current records of active volunteers

• Participates in developing policies and procedures to facilitate high quality resource information management and meet professional information and referral standards.

• Uses information databases to help prepare and submit monthly reports to the State as well as other ADRC-CW activity reports.

• Maintain inventory of general office supplies and marketing materials

• Identifies, makes contact with, and gathers information on potential resources and services; applies established policies to determine appropriate listings for inclusion in the ADRC-CW directories.

• Follow up on concerns or complaints regarding a service or organization listed in the resource directories.

• Works with other department staff to catalog and track a library of written materials such as brochures.

• Informs ADRC-CW staff about new resources and changes in resource information.

• Maintain a general knowledge of regional geographic areas served.

• Maintains regular and predictable attendance, works extra hours as required.

• Maintains a professional appearance consistent with the organizational policy.

• Performs all other related duties as assigned.

Qualifications:

• High school diploma, associates degree in related field preferred

• Prior administrative experience preferred

• Valid drivers license with a driving record that meet County standards

Knowledge, Skills, and Abilities:

• Proven work experience as a receptionist, front desk representative, or similar role

• Knowledge of business English, grammar, spelling, and arithmetic

• Skill in learning various computer software applications and accurately entering data.

• Proficiency with Google Workspace and Microsoft Office

• Hands-on experience with office equipment (copier/printer/fax/phones)

• Ability to be resourceful and proactive when issues arise

• Excellent organizational skills

• Multitasking and time-management skills, with the ability to prioritize tasks

• Ability to maintain confidentiality

• Knowledge of the ADRC-CW services and objectives and commitment to the mission

• Ability to learn the ADRC-CW geographical region and map reading.

• Excellent customer service skills and the ability to work compassionately, and patiently with older adults and adult with disabilities

• Ability to accurately transmit information both from the public to department staff, and from the department to the public

• Ability to assume responsibility for routine office procedures and make decisions within established guidelines without frequent supervision or specific assignment

Compensation:

Starting hourly rate of pay: $21.07 + Marathon County benefits

Physical Requirements:

Low Physical Requirements - Job involves minimal physical exertion or movement. This job typically requires prolonged sitting, limited walking, or minor lifting.

All physical requirements are described with the intent to comply with the Americans with Disabilities Act (ADA). Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of their job.

Selection Procedure:

The selection of the successful candidate may be made by assessment of education and work experience, oral interview, review of references, and/or other job-related selection procedures. Depending on position requirements, the selected candidate may be required to satisfactorily complete post-offer assessments, including but not limited to education verification, background checks, driver license verification, physical examination, psychological assessment, and drug screening paid for by the County.

Equal Opportunity Employer:

Marathon County is an Equal Opportunity Employer committed to diversity. All qualified applicants will receive consideration for employment and will not be discriminated against based on age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetic information or protected veteran status.

Special Accommodations:

Marathon County will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Employee Resources Department office or phone ... to request special accommodations prior to the application deadline.

Notice to Applicants:

Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicants application, records, recommendations, and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the County not provide access to this information. If you choose not to have this information become a public record, you must make such a request in writing to the Employee Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law