Administrative Assistant - Social Services

Job Posting End Date:

11-05-2025

Worker Sub-Type:

Regular

Scheduled Weekly Hours:

40

Position Summary:

The full-time administrative assistant is a member of the administrative unit in the Marathon County Social Services Department.  This individual will work as a member of a four (4) person team providing administrative support to staff who provide eligibility for public assistance and provide child welfare services.  Duties include, but not limited to, greeting, and registering visitors/clients who meet with staff, answering incoming agency phone calls and redirecting to appropriate staff and/or service partners, retrieving and distributing agency call in messages, retrieving and distributing agency voice mail messages and emails, processing incoming payments, opening and distribution of agency incoming mail, collecting agency outgoing mail to take to designated location for pickup by US Postal Service and Courier, retrieving and redacting records, electronic and physical filing, creating, maintaining department forms and packets, and maintaining team procedures, Excel spreadsheets and Word documents, and perform projects as assigned.  The position also includes maintaining a safe & secure lobby and lobby consult rooms, including monitoring surveillance cameras to follow protocols to address any safety & security issues.  The position requires a dependable, flexible, well organized, detail-oriented individual with excellent oral and written communication skills, solid interpersonal skills, customer service-focused, team-oriented, and strong computer skills.

This is a full-time position, working 40 hours per week, working staggered start times on a weekly rotation: 7:30 a.m. to 4:00 p.m. and 8:00 a.m. to 4:30 p.m. This opportunity may offer a future blended work schedule combining work-from-home (WFH) days and work-in-office days during each work week upon successful completion of training and meeting the WFH space requirements for confidentiality purposes.   The blended work schedule is subject to the team being fully staffed and trained to make available a blended work rotation schedule for all members of the team to participate in working a blended work schedule should they desire to do so.

As an employee of the Department of Social Services and Marathon County, you will play a crucial role in managing and safeguarding confidential and sensitive information. This position requires a high level of impartiality, integrity, neutrality, and confidentiality.

Qualifications:

High school graduation or equivalent.  One-year general office or administrative support experience required.  A vocational diploma or associate degree in a directly related field may substitute for the experience.  Proficiency in Microsoft Word and Excel required.

Examples of Work Performed:

• Provides administrative unit triage services working at the front desk including greeting, registering, and assisting clients and visitors as well as answering and re-directing incoming agency calls and scheduling of meeting rooms.

• Maintains a safe & secure lobby and lobby consult rooms, including monitoring surveillance cameras and following existing protocols to address any concerns.

• Processes incoming payments, including maintaining cash box and payment ledger.

• Assist visitors and clients in need of interpretation and translation services to connect with program staff.

• Provides support services using Microsoft Office applications (Word, Excel, PowerPoint, Publisher) and other specialized software applications.

• Performs tasks in a team environment, including rotating tasks and desks.

• Performs a wide variety of administrative work including, but not limited to, data entry, scanning, physical filing, copying (using multi-function devices), collating, mailing, distributing, and faxing various documents.

• Perform data entry using spreadsheets and other database programs i.e., redaction tracking log, client appointment scheduler, EIO board, CARES, and eWiSACWIS.  Compiles data as needed.

• Retrieving and redacting records.

• Operates a computer to produce correspondence, forms, documents, and other typed materials.

• Maintains agency forms and packets, in paper form and electronic form.

• Maintains a filing system and organizes items into accessible computerized or paper files.

• Assists other administrative staff in completing special projects.

• Provides cross-training to team members.

• Provides service to internal and external customers as needed.

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