Program Assistant - Clinical Services

Status:   Full Time, Non-Exempt

Starting Wage Range:   $19.93/hr. - $21.90/hr. 

Department:  Human Services & Health

Position Open Until Filled 

Please submit a Resume with application

*Monday - Friday: 8:00am - 4:30pm*

Dodge County offers a generous benefits package including:

• Paid Time Off (PTO) – available for use after 30 days of employment
• 10 observed paid holidays
• Health, Dental, Vision Insurance
• Health Savings Account (HSA) – with employer contributions - HRA
• Life insurance, Long-term disability and Flex spending
• Participation in the Wisconsin Retirement System (WRS) – an exceptional pension plan with employer match (upon vesting) and lifetime retirement payment.

ESSENTIAL FUNCTIONS 

1. Greets and assists visitors. Notifies office staff of visitors, appointments, or schedules appointments as appropriate.
2. Answers phone calls and routes within the assigned department as appropriate.
3. Responds to inquiries regarding programs, services, or complaints and refers individuals to appropriate staff.
4. Assists with mail distribution.
5. Orders office and miscellaneous supplies as directed.
6. Coordinates repair service for multifunction machines and vending machines as required.
7. Schedules appointments, conference rooms, and vehicles or transportation, as required.
8. Creates, proofs, edits, and/or formats routine correspondence, newsletter articles, etc.
9. Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
10. Performs routine office clerical functions; opens and distributes office mail; files, faxes, and photocopies documents; maintains office supplies, materials, and equipment.
11. Receives and processes payments, applying payment to proper account, and providing receipt of transaction when necessary.
12. Provides backup assistance to other Department personnel as needed.
13. Other duties as assigned.
14. Ensures HIPAA, consent for treatment and fee for service forms are signed annually from all clients.
15. Adds alerts and updates in the electronic health record.
16. Coordinates calls between crisis Intake, law enforcement and hospital facilities, etc.
17. Obtains personal, financial, and insurance information from clients and maintains current information within the electronic health record for accurate billing.
18. Balances cash daily and ensures all financial information is entered correctly into the electronic health record.

REQUIRED JOB COMPETENCIES

• Creativity and knowledge of design concepts for creating communication materials such as brochures, flyers, displays, etc.
• Knowledge of community resources and effective marketing strategies.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Knowledge of computer software including word processing, spreadsheet, and database applications consistent for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely, and effectively in English in both written and verbal form.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.

PHYSICAL AND WORK ENVIRONMENT

• This work requires the occasional exertion of up to 25 p