Job Description

Posting number: RC-0805303

Department: Child Support - Operation

Job classification: Administrative Professional III

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Miscellaneous

Summary

Performs responsible administrative work for the Child Support Agency. Work requires a high degree of accuracy, the application of judgment to information dissemination, and applications of policies and procedures.

60% Assist with Agency Financial Operations:

• Prepare and process department-related vouchers.
• Create department-related purchase requisitions.
• Update various financial tracking spreadsheets including maintaining and reconciling department general ledger.
• Reconciliations of various accounts.
• Complete deposit transmittal forms for incoming checks/payments.
• Receive payments and issue receipts, etc.
• Prepare and submit monthly SPARC report and supporting worksheets to the State of Wisconsin for reimbursement of agency costs.
• Reconcile and prepare the quarterly SPARC deposit from the State of Wisconsin
• Assist with gathering necessary information for required financial audits.
• Maintain the financial records of agency under the direction of the Department Head.

20% Assist the Department Head in Office Administration:

• Give general and technical information regarding departmental policies, procedures, and regulations of varying complexity.
• Inventories and requisitions of supplies.
• Maintain all information regarding office equipment including all state owned computers and printers and works closely with the county and state IT departments when problems occur.
• Assist with tracking daily staffing, reconcile leave balances, and maintain personnel files for agency staff.
• Assist the Director with the annual budget preparation.
• Arrange travel plans for various meetings or conferences.
• Assist with monitoring for annual compliance of required trainings and process reviews to maintain and support audit readiness.

15% Maintain Records and Prepare reports:

• Review of reports to determine accuracy and compliance with applicable laws and regulations relative to departmental functions.
• Maintain accounts payable, vouchers, and any other information required for this position.
• Dispose of records per office record retention policy.

5% Other duties as assigned.

Examples of duties

• Knowledge of various software programs, including but not limited to Microsoft Word, Outlook, Access and Excel.
• Knowledge of computer principals, practices, and applications.
• Ability to understand and carry out oral and written instructions.
• Ability to establish and maintain effective work relationships with other staff and outside entities the Child Support Office has contact with.
• Ability to perform duties accurately and confidentially.
• Ability to multi-task and perform a wide range of clerical duties.
• Considerable knowledge of office management, record keeping, and bookkeeping.
• Ability to exercise good judgment and discretion in the application and interpretation of departmental policies and regulations.
• Ability to maintain accurate and complete records and prepare clear and detailed reports.
• Ability to manage incoming/outgoing communications intra-inter department, and external sources.
• Ability to respond to telephone, voicemail, email and direct inquiries from personnel and outside entities.
• Ability to compose a variety of correspondence, forms, spreadsheets and statistical data.
• Ability to receive information, written or voicemail, from outside sources, process or route as appropriate.
• Ability to obtain price quotes for purchases of budgeted and non-budgeted items or office supplies directly or through Purchasing.
• Ability to submit vouchers for payment of purchases on an 'as needed' basis.
• Ability to assist with department budget preparation.
• Ability to perform related work as well.

Qualifications

Job Requirements, Education, Training & Experience:

• Graduation from high school, supplemented with vocational training in Accounting, Business, or related field.
• Five (5) or more years of responsible office work experience.
• Ability to type forty-five (45) words per minute.
• Skill in effective use of office equipment including, but not limited to, computer, fax, copier, and shredding equipment.
• Ability to change priorities and handle a large workload with minimal supervision.
• Ability to analyze work flow problems and design procedures.

Additional Job Requirement

Pursuant to Internal Revenue Service (IRS) 1075 Publication, Federal Bureau of Investigations (FBI) fingerprints and criminal background checks are a component and requirement for access to Federal Tax Information (FTI). New hires must be successfully adjudicated before a start date is established and prior to granting access to FTI. Current employees must complete fingerprints and a criminal background check at least once every five years thereafter.

Supplemental information

• Ability to sit, walk or stand for long periods of time.
• Ability to reach files and/or manuals.
• Ability to exert up to 10 pounds of force occasionally or negligible amount of force frequently to lift, carry, push, pull or otherwise move objects.
• Work is mainly inside office work.
• Receives general and limited supervision from the Director and works toward general directives. Also work on routine or regular work and check with supervisors for non-routine assignments or when in doubt as to correct procedures to follow.