Administrative Specialist- Behavioral Health ID- 9551
Sheboygan County - Health & Human Services is a proud 2025 Gold recipient of Mental Health America’s Bell Seal for Workplace Mental Health, awarded for our commitment to employee mental health and well-being. Learn more about the Bell Seal at mhanational.org/bestemployers.
Here is why working at Sheboygan County is for you:
Here is why working at Sheboygan County is for you:
It is our imperative to remain an inclusive workplace. Sheboygan County is committed to attracting, supporting, and retaining a culturally diverse workforce that represents our community. Sheboygan County Health and Human Services also strives to be a trauma informed organization which fully realizes the prevalence of trauma, recognizes the effects of trauma, and responds with trauma informed policies and practices, and we are looking for staff who will help us champion this journey.
Becoming a member of our growing team also means that YOU become our top priority. You will not only enjoy a dynamic work environment but a variety of perks including but not limited to the following:
• Generous benefits package and access to our free InHealth Clinic
• Time off: 15 vacation days, sick time and 10 paid holidays
• Other perks: Referral program, Wisconsin Retirement System, education discount and more!
What to Expect: This position is part of the Behavioral Health Administrative Team working with the units in the Behavioral Health Division. Performs varied typing and clerical tasks; does related work as required. Performs all of the functions of an Administrative Assistant, but has the ability to work independently, with greater decision-making authority, and requires minimal supervision. The Administrative Specialist may be assigned tasks that necessitate making sound, independent judgments.
• Provide support to the case management unit to include the following: creating and distributing team meeting agenda and minutes; sending waitlist letters; updating program forms and ensuring adequate stock of forms; maintain and distribute Emergency Calling Tree; file intercounty agreements; manage annual satisfaction and program surveys; program reports; orient new employees and set up needed tools such as mailbox/inboard/copier functionality/phone lists.
• Manage all aspects of Record Room responsibilities including but not limited to checking client charts in and out to staff, assuring client records are purged in
accordance with destruction schedules, timely filing of client documentation into charts, reviewing record release requests to be sure State and Federal privacy requirements are met and then fulfilling those requests.
• Receive, sort, and distribute incoming and outgoing mail and other material, including interoffice correspondence.
• Data entry into a variety of software programs including updating client Master List, Supervision Sheets, and enrolling/closing/transferring consumers in SmartCare EHR.
• Monitor and notify internal staff on partner agency notifications to include crisis services census and jail listing.
• Operate office equipment including, but not limited to, photocopier, scanner, fax, and printer. Complete photocopy/printing/scanning project requests.
• Has knowledge of requirements for compliance with the Wisconsin Open Meeting Law and the ability to provide support for the Health and Human Services Liaison Committee and other advisory or governing committees.
• Act as recording secretary for various department committees and workgroups: creates agendas, attends committee meetings, takes minutes, distributes literature to committee members.
• Provide reception services, including greeting clients and the general public, answering and directing phone calls coming to the agency, scheduling/rescheduling appointments, assisting clients with questions/requests.
• Require comprehensive knowledge of both agency and community services.
• Transcribe dictation for clinical staff and case managers, including psychiatric notes, therapy notes, phone calls, assessments, court reports, etc. A high level of accuracy and familiarity with medical/mental health vocabulary is required due to the nature of the dictation. Is fully cross-trained to provide back-up coverage in all areas where
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needed/scheduled, requiring knowledge of job duties and responsibilities in all coverage areas. Serves as a resource to Administrative Clerk and Administrative Assistant.
• Provide administrative support to Assistant Corporation Counsel and case management staff for Chapter 51 and Chapter 54/55 actions, including, but not
limited to, preparation/filing of legal documents, assuring statutory timelines are met, and coordinating court dates and witness testimony.
• Complete/assist with project work and short term assistance/coverage requests from programs throughout the agency including, but not limited to: packet
assembly, laminating/copying/printing, software/data entry projects, authorizations, assistance with trainings/meetings/seminars, purchasing, special event needs,
mass mailings.
• Manage and maintain inventory of office supplies and forms including, but not limited to, filling supply requests from departmental divisions, fiscally responsible
purchasing of needed supplies and items, and maintaining supplies at the most cost effective level.
• Train new administrative support staff in office procedures.
• Provide backup and support for Supervisor and assigned unit.
• Provide support for upper Management including confidential typing requests.
• Perform other duties within the scope of professional responsibilities as assigned by the supervisor.
• High school graduate or equivalent.
• Knowledge and experience of relevant software applications including but not limited to – SmartCare EHR, Excel, Word, and PowerPoint, as well as the Google suite of products, internet applications, and any other departmental software programs.
• Computer literate with the ability to learn new software applications.
• Knowledge of administrative/clerical procedures and business principles, including:
-Proficiency in spelling, punctuation, grammar and other English language skills
-Proven experience of producing professional correspondence and documents
-Ability to type with reasonable accuracy
-Professional verbal and written communication skills
-Planning and organizing skills
-Time management and prioritization skills
• Proven experience in information and communication management.
• Ability to follow oral and written instructions.
• Attention to detail.
• Ability to practice discretion with confidential information.
• Interpersonal skills - ability and willingness to work with the public and staff and assist a wide variety of individuals, including some that are challenging or in crisis; must exercise tact and courtesy at all times.
• Customer-service orientation.
• Ability to demonstrate reliability, resourcefulness, initiative, and good judgment.
• Stress tolerance.
• Ability to accept supervision.
• Access to a car and a valid driver’s license.
• Requires a minimum of two years’ experience as an Administrative Assistant or similar role and the ability to perform the duties of an Administrative Specialist, or demonstrate upper-level software application skills and possess equivalent industry work experience.
• Knowledge of or experience with trauma-informed principles and practices is preferred.
WORKING RELATIONSHIPS
• Works with all levels of staff, county wide, as well as consumers.
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS
• Working conditions are normal for an office environment.
• Work may require occasional schedule flexibility.
• Risk of blood borne pathogen exposure is considered low.
