The Administrative Specialist I provides a variety of administrative support to assist all functions of the Department of Human Services (DHS) administrative and professional staff.in the following areas: reception, behavioral health, family services, and management.

• Provides reception services by communicating with the public, employees, and other individuals to answer questions regarding departmental programs and services and/or refers clients to appropriate staff or agency; provides appropriate forms/applications or other requested materials; reviews submitted forms/applications for completeness and compliance with applicable rules and regulations; informs clients of any discrepancies and/or further action required; routes accepted materials to appropriate personnel

• Performs client registration for individuals seeking assistance through the Food Share, Medical Assistance, and Child Care Assistance Programs
  • Registers individuals into the CARES computer-based records system
  • Determines if individuals should receive priority services and takes action to implement
  • Schedules appointments with appropriate eligibility staff
  • Refers clients to other community agencies for food, shelter, and medical services
• Performs general clerical support functions including filing, opening and distributing office mail, typing various correspondence, memos, reports, and forms, scanning, faxing, photocopying, and collects and reviews time sheets for the department

• Provides clerical support for the Department of Human Services advisory and ad hoc committees
  • Schedules meetings and prepares agenda items and supporting documentation and equipment
  • Compiles agenda packets to ensure all necessary information is present and in proper format and distributes accordingly
  • Attends meetings and records and transcribes minutes
  • Follows through on committee directives and information requests
  • Provides public with necessary meeting notices
  • Maintains records for each committee and retrieves information as requested
  • Monitors committee memberships and initiates recruitment when necessary

• Enters, maintains, scans and updates data for a variety of Human Services programs into computer database systems in accordance with established procedures; verifies accuracy of data entries; retrieves data to compile and run reports
• Compiles, prepares, and distributes court documents, forms, reports, systems review documentation, and types and transcribes correspondence
• Creates newsletters, presentations, brochures, spreadsheets, and visual aids
• Prepares case files and reviews closed files for completeness; opens cases in computer database systems; completes licenses and sends out background checks
• Attends court hearings; interprets discussion; completes and distributes court documents
• Coordinates registration and travel arrangements for staff attending conferences or training; calculates monthly mileage costs for staff
• Runs background checks for multiple DHS programs and outside agencies
• Sends out, receives, and records billing documents for Kinship Care Program; calculates provider payments
• Tracks State reporting deadlines for professional staff and sends out corresponding notifications
• Maintains and updates employee handbooks for new Department of Human Services employees
• Maintains flex schedule logs
• Schedules client appointments and makes appointment reminder calls
• Processes records information requests
• Adheres to backup systems for all programs and units within the department
• Maintains departmental and program policy and procedure manuals
• Inventories and orders office supplies, materials, agency forms, and equipment
• Assists with updating and maintaining DHS websites
• Maintains appointment and conference room schedules and sets up equipment
• As authorized by supervisor, provides administrative support to WISACWIS and Avatar programs
• Performs other duties as assigned or directed

• High school diploma or its equivalent

• Two (2) or more years of previous full-time general office/clerical experience
• Demonstrated proficiency in personal computer use with Microsoft Office software

• Appointment will be conditional upon successful completion of criminal and caregivers background checks

• Eligibility for State of Wisconsin Notary Certification