Support Staff Supervisor (Adrc-Ess-Front Desk)

FUNCTION OF THE JOB
Under supervision, to manage or assist with managing the daily operation of the office; to supervise the daily activities of the support staff; to provide support services; and to perform other duties as required.
DISTINGUISHING FEATURES OF THE CLASS
Performs skilled office support functions with a higher level of skill and independence required, maintains records, collects and disseminates data and information, responds to customer/client concerns and questions and performs basic cash management functions. Position handles a variety of assignments and problems independently. Requires intermediate office technology, math, and communication skills. Work is performed under limited supervision.
SPECIFIC DUTIES OF THE POSITION
The specific duties of the Waukesha County Department of Health and Human Services (WCDHHS) Support Staff Supervisor include, but are not limited to, the following:

• Performs other duties as required.
• Orders offices supplies for the ADRC Division.
• Serves as backup to other Administrative Services Division Support Staff Supervisors.
• Provides direct backup phone coverage for the ADRC phone lines. This includes covering the phones when there is a shortage of administrative support or the call volume is significant.
• Coordinates and facilitates monthly meetings with the ESS leadership team.
• Places print orders for the ADRC Division.
• Attends and actively participates in all Administrative Services and ADRC management meetings.
• Submits legal notices to the newspapers.
• Reconciles monthly P-card (credit card) statements for self and other ADRC Division staff members.
• Conducts monthly and/or quarterly unit and rounding meetings with all direct reports.
• Supervises the activities of the Aging & Disability Resource Center (ADRC), Economic Support Services (ESS), and Human Services Center (HSC) front desk administrative support staff. This includes planning, organizing, and approving weekly coverage schedules, as well as approving time off and overtime requests, approving timecards, auditing staff performance, and resolving any personnel issues.
• Provides direct administrative, operational, and special project support to the ADRC and Administrative Services Divisions.
• Establishes and maintains effective working relationships with staff and other County employees.
• Acts as backup minute taker for the ADRC Advisory Board. This includes following all statutory requirements related to open meeting laws and Robert’s rule of order.
• Runs background and driver’s license checks on ADRC volunteers and acts as backup for department requests.

Under supervision, to manage or assist with managing the daily operation of the office; to supervise the daily activities of the support staff; to provide support services; and to perform other duties as required.

• Conducts training and instructs support staff on computer programs, office policies, procedures, and practices.
• Maintains, reviews, and enters the payroll of the staff.
• May coordinate and process human resources transactions in the County’s HRIS system.
• Develops and implements office policies, procedures, and practices.
• Schedules and coordinates calendars, interviews, appointments, speaking engagements, meetings, conferences, and/or makes travel arrangements when necessary.
• Establishes and maintains effective working relations with staff, elected officials, the legal community, other County employees, and the general public.
• Prepares in finished form confidential letters, minutes, reports, memoranda, and/or legal documents.
• Performs other duties as required.
• May coordinate and assist with the processing of departmental open records requests.
• Supervises the daily office support services and activities of the staff, including meeting required deadlines and composing, preparing, and/or processing appropriate documents.
• Plans, organizes, and approves the scheduling of office coverage, overtime, and time off from work for the support staff.
• Receives and resolves any personnel concerns or issues of the support staff, including discipline.
• Reviews support staff performance and conducts performance evaluations.
• Drafts and composes letters, forms, and correspondence from general instruction.
• Screens applications and conducts interviews, selects, evaluates, and trains new staff.

• Ability to implement administrative and operational procedures, evaluate their effectiveness, and recommend appropriate changes if necessary.
• Thorough knowledge of business English, spelling, grammar, correspondence formats, and basic mathematics.
• Considerable knowledge of departmental operations and policies.
• Some knowledge of modern fiscal management practices, procedures, and methods.
• Ability to prioritize work assignments to ensure timely completion.
• Ability to make decisions in accordance with rules, regulations, and County policy.
• Ability to carry out special and general assignments requiring organization of materials and development of procedures.
• Ability to supervise and evaluate the work of others.
• Ability to communicate both orally and in writing and to exercise judgment and discretion in the application and interpretation of policies and regulations.
• Considerable knowledge of administrative and supervisory principles and practices.
• Working knowledge of record keeping and bookkeeping principles and practices.
• Considerable knowledge of modern office practices, procedures, and equipment.
• Ability to adapt to rapidly changing priorities and deadlines.
• Ability to operate a keyboard at a speed of at least 50 net words per minute.
• 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 establish and maintain effective working relations with staff, elected officials, the legal community, other County employees, and the general public.
• Working knowledge of computer applications.
• Ability to operate modern office equipment.

You must meet these minimum Training and Experience requirements:

• High School Diploma or GED.
• Four years of office work experience, including one year at a responsible level (Senior Administrative Specialist).
• Recognized post high school training in business, administrative assistant, office technology, or a closely related field may be substituted for the required experience on a year-to-year basis to a maximum of two years.

Waukesha County's pay plans, group insurance programs, and other benefit policies comprise a package that is highly competitive and satisfies the needs of its employees. This is intended to give only a brief summary of the employee benefit package. Additional information will be provided at the time of hire. Benefits for part-time positions are pro-rated.
Health Insurance
High Deductible Health Plan with Health Savings Account (HSA). Coverage begins on the first day of the month following sixty (60) days of employment (not to exceed ninety (90) days). However, newly hired or eligible FLSA-exempt employees may have the waiting period for health coverage waived providing that no double coverage exists. Requests will be reviewed, and approved or denied, on a case-by-case basis. Dependent upon participation in a health risk assessment, employees may be eligible for an employer contribution to their Health Savings Account.
Waukesha Employee Health & Wellness Center
Employees of Waukesha County and their dependents (ages 2+) who are enrolled in health insurance have access to an onsite medical clinic operated by Everside Health. The clinic is located at 615 W. Moreland Blvd in Waukesha. Patient confidentiality is of the utmost importance as all staff are employees of Everside Health. Providers of the clinic include a Board-Certified Physician, three Physician Assistants, one Physical Therapist, and one Health Coach.
The clinic is open Monday - Friday and has early morning to evening appointment times. Patients should be able to schedule same day or next day appointments for service. Services available include: health coaching, preventative/wellness care, non-preventative (illness/injury visits), immunizations, lab work, disease management, physical therapy, medication dispensing, and work-related injuries.
Office Visit Fees Cost
Preventative Care Free
Non-Preventative Care $28.00 per visit (After Deductible Met Copay is $0)
Physical Therapy $28.00 per visit (After Deductible Met Copay is $0)
Medication No separate charge
Medication Refill Appointments No Cost
Health Coaching No Cost
Office visit fees are applied towards health plan deductible and out-of-pocket maximums.
Employee Wellness Activities, Program and Fitness Center
24/7 access to a wealth of health tools and information on the wellness portal. On-going education programs, fitness challenges and classes. On-site fitness center.
Health Care Flexible Spending Account
This plan allows you to make pre-tax payroll contributions to use for the reimbursement of qualified out-of-pocket medical expenses. The 2023 contribution limit is $3,050. This benefit is not available for employees enrolled in the High Deductible Health Plan. Coverage begins on the first day of the month following sixty (60) days of employment.
Dependent Care Flexible Spending Account
This plan allows you to make pre-taxed payroll contributions to use for reimbursement of your dependent care expenses. The IRS allows you to contribute up to $5,000 per year from your paycheck for child and/or elder care. Coverage begins on the first day of the month following sixty (60) days of employment.
Dental Insurance
Waukesha County offers you a choice of two dental insurance plans. Coverage will begin on the first of the month following six (6) months of employment.
Vision Insurance
Coverage will begin the first of the month following sixty (60) days of employment.
Premium Option Plan
Employees are automatically enrolled in this pre-tax option. This plan allows you to pay your share of the health, dental, and vision insurance premiums on a pre-tax basis. This means you pay less state, federal, and FICA taxes, thus saving you money. You can elect to pay on a post- tax basis if you prefer.
Vacation
Waukesha County’s vacation plan allows you time off with pay during your first calendar year of employment. You may earn and use eight (8) hours of vacation for each month worked up to a maximum of eighty (80) hours. You will receive eighty (80) hours of vacation for use in your second calendar year and one hundred twenty (120) hours for use in your third calendar year.
Salaried Full-Time Vacation Accrual Schedule