Administrative Professional II

Position Summary and Job Duties

Provides complex administrative support to the Rock County Youth Services Center with a high degree of accuracy and collaboration within the facility. Supports and promotes the Mission, Vision and Guiding Principles of the Human Services Department. Performs in a manner consistent with the HSD Professional Standards and "Commitment to my Co-Workers".

30% - Provides data entry and information management support in various database applications. Maintains youth client records.

• Enters/updates youth information into Electronic Health Record (EHR) to include: admissions, bed transfers, discharges, and legal status updates.

• Enters/updates youth information into Wisconsin Statewide Automated Child Welfare Information System (eWiSACWIS) to include: admissions, offenses, and discharges.

• Prepares/maintains data: distributes reports and statistics as required.

• Enters staff training information into Acadis.

• Assist with data entry clean up.

• Scans appropriate documentation into Laserfiche.

• Performs the tasks necessary to carry out the file construction, filing, retrieval, and chart tracking of the youth client files.

• Performs the tasks necessary to close files.

40% - Provides scheduling support to the Youth Services Center (YSC) Staff.

• Prepares and maintains staffing schedules for the YSC facility. Generates monthly posting template that includes input of employee color days off, input of employee request for paid benefits, and input of employee trainings when out of building.

• Generates supervisory schedule for the upcoming months and sends to YSC administration.

• Works closely with the YSC Operations Manager and YSC Assistant Operations Manager regarding approval of vacation, holiday, and compensatory time to insure adequate scheduled staff coverage on all three shifts.

• Posts vacant shifts in the employee break room for sign up for the upcoming months.

• Review vacant shifts for current week, and the upcoming week due to call offs or last minute vacation approvals. Communicates with relief staff to attempt to fill shifts to avoid mandation.

• Working closely with YSC administration and YSC Supervisors, maintains a continues file to assist administration in monitoring absenteeism to identified pattern development and/or need for disciplinary action.

• Organizes employee request for paid benefit requests for quarterly approval by YSC administration.

• Assists the YSC Assistant Operations Manger with payroll related duties.

• Monitors and creates any new full-time staff payroll files. Update existing employee payroll files when necessary.

• Creates new payroll period form and folders.

• Distributes new employee pay checks according to policy.

15% - Provide clerical support to the Youth Services Center staff.

• Greets visitors and answers in-coming phone lines; provides assistance/directs them, as necessary.

• Communicates with personnel from various agencies/departments; provides assistance/directs them, as necessary.

• Operates a variety of office equipment, assists staff with the use of equipment, and troubleshoots equipment problems.

• Prepares the inter-office mail for the mail courier; sorts/distributes incoming inter-office and U.S. mail.

• Maintains an updated roster of YSC personnel including: names, current address, phone number, and job classification.

• Maintains updates of Policies and Procedure Manuals as well as Memorandums referring to YSC Policies and Procedures.

• Assists with the preparation of documentation for on-site inspections.

• Maintains a stock of forms and orders necessary supplies. Assists with form update/modification in coordination with MRD.

• Attends and records information presented at YSC meetings as required

• Collaborates with vendors reference YSC needs.

• Collects/delivers items in the community (donations, commissary, community service projects.)

• Posts job vacancies and memos from the Operations Manager, Assistant Operations Manager, Program Manager, and Human Resources.

5% - Verifies compliance of meals served, outlined by the Department of Public Instruction (DPI) School Nutrition Program.

• Complies data needed to complete on-line monthly DPI reimbursement information and run annual reports.

• Submits School Lunch Program agency verification.

5% - Serves as Motor Pool Site Coordinator

• Assists with the motor pool fleet as needed as one of the Motor Pool Site Coordinators.

• Performs documented monthly vehicle inspections, schedules/drives vehicles to maintenance appointments.

5% - Performs other duties as assigned.

Success Factors (KSA's)

• Knowledge of various software programs, including but not limited to Microsoft Word, Excel, Access and Outlook.

• Knowledge of computer principles, practices and applications.

• Knowledge of general current office practices, procedures and familiarity with standard office equipment.

• Knowledge of business English, spelling, grammar and punctuation.

• Ability to understand and effectively carry out oral and written instructions.

• Ability to maintain a high level of confidentiality.

• Ability to multi-task and perform a wide range of clerical duties accurately.

• Ability to establish and maintain effective public and working relationships.

• Skill in maintaining accuracy and completing data and records.

• Work requires familiarity with departmental policies and procedures.

Job Requirements, Education, Training & Experience

• Graduation from high school supplemented with pertinent course work at a business college or vocational school.

• Experience with a variety of computer programs to include but not limited to databases, access, excel, word, website and related department software programs.

• Must be able to type a minimum of 40 net words per minute.

• Five or more years of responsible office work experience, or any equivalent combination of training and experience which provides the above knowledge, abilities and skills.

• Valid driver's license.

Essential Job Functions (physical elements, equipment and working conditions)

Physical elements:

• Ability to stand, walk and sit.

• Ability to exert 20 lbs of force occasionally or up to 10 lbs of force frequently.

Equipment use:

• Ability to use computer and computer keyboard, telephone, copier/fax machine.

Working conditions:

• Almost all indoor work in an office setting.

• Potential interactions with clients that may be unpredictable resulting in a high stress environment.

• A valid driver's license to get between various county buildings is required.

Rock County Employee

Facts and Benefits Highlights

• Rock County historic and cultural attractions:Rock County is in south Central Wisconsin along the Illinois border. The County has a population of 161,188 making it the ninth largest County in Wisconsin. Janesville, Wisconsin (pop. 64,009) is the county seat. Janesville is located on the I39/90 corridor, forty miles south of Madison, seventy-six miles west of Milwaukee and about two hours from Chicago.

Rock County's many historic and cultural attractions include the City of Evansville historic district, Beloit College (an acclaimed liberal arts institution located in the City of Beloit) and the City of Janesville's Rotary Botanical Gardens and Tallman House (an exceptional example of Italian villa style architecture from the mid 1850's).

The Cities of Janesville and Beloit have a combined symphony orchestra, as well as individual performing arts centers. The Rock County Fair and Riverfest are regional cultural celebrations held every summer in the Cities of Janesville and Beloit respectively. These Cities both have extensive park and open space networks, including portions of the Ice Age National Scenic Trail, a Statewide trail commemorating the State's geologic history. Additionally, the Rock River runs through these Cities, offering many recreational opportunities.

• Salary:

Employees are paid every two weeks on Friday (26 checks in a year). Paychecks are directly deposited in the employee's bank account. There is a two-week delay between the pay period worked and the payday. New employees generally wait four weeks before they receive their first check, which is a live paper check. Direct deposit is a requirement of employment.

• Holidays (Ordinance 18.501):

The following holidays are observed by the County and shall be granted to regular employees with pay and to temporary employees without pay, unless such employees are required to be on scheduled work:

(a) New Year's Day

(b) Martin Luther King Jr. Day

(c) Spring Holiday to be observed the Friday immediately preceding Easter

(d) Memorial Day

(f) July 4th

(g) Labor Day

(h) Thanksgiving Day

(i) Friday following Thanksgiving

(j) Day before Christmas

(k) Christmas Day

(l) One Floating Holiday

(m) Any additional holiday granted by the County Board.

(n) The County Administrator may designate additional holidays in unusual circumstances with the approval of the County Board Chair and/or Vice Chair.

For employees working the standard work schedule, when a holiday falls on Saturday, it shall be observed on the preceding Friday. When a holiday falls on a Sunday, the following Monday shall be observed.

For employees not working the standard work schedule see the HR Policies and Procedures.

• Vacation (Policy & Procedure Manual 5.47):

Employees (.4 FTE or greater) hired on or after April 10, 2023, shall earn vacation according to the following schedule:

• Health Insurance including our Wellness component:

Rock County offers a dual choice point of service plan. Employees will have a choice to elect coverage with either Dean Health Care or Mercy Health Care. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. The County will pay 90% of the premium for health insurance and the Employee may earn the remaining 10% of the premium, based on the terms of participation of the Healthy Employee Incentive Program.

• Sick Leave (Policy 5.39):

Sick leave pay shall commence on the first day of any period of illness due to accident, injury, or disease.

All full-time employees shall earn one sick leave day per month of continuous employment. All part-time employees whose regular workweek is sixteen hours or more shall earn one sick leave day on a prorated basis directly in relation to the normal full time employment period. All part-time employees, who work less than sixteen hours per week, shall not earn sick leave. Temporary and seasonal employees are not eligible for sick leave. Sick leave shall accrue to a maximum of one hundred thirty days.

• Dental Plan:

The County offers a dental plan through Delta Dental and will pay 60% of the applicable

premium for the lowest cost plan. Employees can enroll within the first 30 days of

employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Vision Plan:

The County offers a vision plan which employees can enroll in at their own cost. Employees

can enroll within the first 30 days of employment, after that there is an annual open enrollment

period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made.

Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Life Insurance:

The County provides term life insurance through the State of Wisconsin Plan. Employees can purchase insurance in increments based on their salary, up to five times their salary. The County will contribute 20% of the cost for the first increment only - one times the employee's salary. Employees can also purchase coverage for their spouse and/or children.

• Eligibility for this benefit is tied to whether the employee is eligible for retirement benefits. (You must be expected to work for at least 12 months and 1200 hours, or have previously qualified for the WRS)
• Voluntary Benefits:

The County offers voluntary benefits which employees can enroll in at their own cost. Employees

can enroll within the first 30 days of employment, after that there is an annual open enrollment

period in the fall. Voluntary benefits may include: Disability, Hospital indemnity, Supplemental Life, Critical Illness, and Accident Insurance. Employees are responsible for 100% of the premiums for any voluntary benefits elected. Deductions are taken post tax. Please visit the Human Resources intranet page for more information.

• Deferred Compensation:

Employees can participate in one of the identified deferred compensation plans (Nationwide, Wisconsin Deferred Comp, and Security Benefits) at their own cost.

• Flexible Spending Account (Medical and Dependent Care):

Employees can elect to put an annually IRS established amount into a flexible spending account through (EBC) to pay for their own non-reimbursed medical care expenses. Employees can also put in up to $5,000 for dependent care accounts.

If you leave County employment, you have ninety (90) days to submit expenses incurred prior to your last day.

• Retirement:

Rock County participates in the Wisconsin Retirement System (WRS). Eligible employees are required to participate. What an employee receives at retirement is dependent upon several factors - age, length of service, salary.

Rock County and the employee make equal contributions to the Wisconsin Retirement System on behalf of the employer. The contribution rate is addressed in the employment letter.

Employees in protective status have the percentage contributions defined in their respective collective bargaining units.

Employees who have questions about their retirement benefits should contact WRS.

• Bereavement Leave (Policy 5.04):

In the event of a death an employee may be excused from work without loss of pay for up to a maximum of thirty-two (32) hours annually for the purpose of attending a person's wake, visitation, memorial service, funeral, or make necessary arrangements regarding the person's death, within a reasonable time after the occurrence. Reasonable time after the occurrence is defined as within six (6) months from the date of death.

No more than (32) hours can be used for the same decedent.

If additional time is required beyond the thirty-two (32) hours annually, an employee may request to use accumulated vacation, holiday, or comp-time. Sick leave can be used for a parent, spouse, or child only.

Bereavement leave cannot be accrued from one year to the next.

Bereavement leave can be used in increments of quarter hours.

A second or third shift employee may be excused from work the scheduled shift before or after the event, provided the shift begins or ends on the same calendar date of the event.

All leaves under this section shall be prorated based upon the employee's FTE.

• EAP:

The County provides an Employee Assistance Program (EAP) for employees to use for all kinds of personal and professional assistance. In the case of counseling, professional counselors are available 24 hours a day, 7 days a week. An employee can establish a relationship with a counselor over the phone or set up an in-person appointment with a counselor in the area. As of March 1, 2022, the EAP program will pay for up to six visits.

• Parking:

The County provides free parking at all its facilities.

• Workplace Attire (Policy & Procedures 5.53):

All Rock County employees are expected to present a professional, businesslike image to clients, visitors, customers, and the public. Acceptable personal appearance, like proper maintenance of work areas, is an ongoing requirement of employment with the County. Supervisors should communicate any department-specific workplace attire and grooming guidelines to staff members during new-hire orientation and evaluation periods. Any questions about the department's guidelines for attire should be discussed with the immediate supervisor.

• Employee Identification Badge (Policy & Procedure 5.08)

All Rock County employees shall have and display, an identification badge while conducting official County business. Minimal exceptions, for safety reasons, may be approved by Department Heads.

• Smoking:

All County buildings are smoke free. By County Ordinance anyone visiting or working in any County building is prohibited from smoking closer than 30 feet from any building entrance. The Ordinance also makes the entire Rock Haven Nursing Home a smoke free "campus."

Prior to new hire orientation, please access policy documents here: https://www.co.rock.wi.us/hr

Active Employees: For full policy documents, please visit the Human Resources Intranet page, "Personnel Ordinance" and "Policy & Procedure Manual". https://www.co.rock.wi.us/rchr/

Please note, you may also be subject to department specific work rules.

Still have questions? Call us! Human Resources: 608-757-5520

Agency Rock County

Address 51 S.Main Street

Janesville, Wisconsin, 53545

Phone (608) 757-5520