Administrative Assistant (WIC) - LTE

• Maintains quality customer service in a busy clinic environment.
• Responds to incoming calls, managing a multi-line phone system.
• Prescreens clients for program eligibility.
• Establishes clients within the WIC database that are new to the program.
• Schedules clients for the correct appointment type based upon program regulations.
• Verifies accurate documentation is received and conducts data entry for clients enrolling into the WIC program.
• Reviews paper files for accuracy of forms.
• Reviews electronic records for accuracy of data entry.
• Files and pulls charts to meet clinic needs.
• Assures accuracy of WIC benefits issued to families enrolled.
• Communicates tactfully with clients to ensure understanding of program benefits received, program procedures and protocols.

• Prepares a variety of routine documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department.
• Performs data entry, maintains and updates electronic files and databases.
• Receives, records and processes payments, balances cash drawer daily, and prepares related reports.
• Monitors, maintains and orders office supplies, maintains equipment, and maintains repair and maintenance records on equipment.
• Organizes and maintains files and file systems, scans documents, records and reports, copies materials, files paper and/or electronic information and distributes documents as necessary.
• Receives, sorts, processes, and distributes incoming mail and prepares and processes outgoing mail.
• Maintains department/division calendar, schedules appointments and meetings including meeting room reservations, orders food and makes arrangements for audio/visual equipment or other set-up needs.
• Establishes a variety of files based on established guidelines, files and retrieves materials, archives and manages department records.
• Handles confidential or sensitive information and documents.
• Adheres to County policies, procedures, and federal, state, and local regulations.
• Provides assistance to other support staff.
• Establishes and maintains effective, professional, positive, and respectful working relationships and communications internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
• Attends department and/or division meetings.
• Performs other duties as apparent or assigned.

• Working knowledge of standard office practices, procedures, and techniques.
• Working knowledge of business English, spelling, grammar, and punctuation.
• Working knowledge of basic math.
• Working knowledge of effective customer service techniques.
• Working knowledge of MS Office products or comparable office product, word processing and data processing.
• Working knowledge of Outlook with the ability to send, receive and save emails and attach documents.
• Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment.
• Working knowledge of computers and keyboarding needed to prepare routine/recurring documents, draft correspondence, and enter data.
• General knowledge of department specific programs and services.
• Ability to apply and explain rules, regulations, policies and procedures related to a specific program or services.
• Ability to perform basic word processing, editing, data entry and spreadsheet maintenance.
• Ability to access and navigate the internet and County or department-specific programs and applications.
• Ability to add, subtract, multiply, and divide numbers accurately.
• Ability to maintain and enhance skills, participate in on-going training and increase knowledge of County, department and division services, policies and procedures.
• Ability to adapt to new department/division policies, procedures, programs, and environment.
• Ability to follow and understand oral and written instructions.
• Ability to maintain confidentiality of records and information.
• Ability to make minor decisions using standardized practices.
• Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other County departments/divisions, clients/customers, outside agencies, and the general public.
• Ability to work effectively as a member of a team and deal with people in an effective and timely manner.
• Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles.
• Ability to organize and prioritize work.

Waukesha County