Administrative Assistant - Court Services - Waukesha

Job Summary: This position provides administrative support for the office, and specifically the Adult Court Services Programs with an emphasis on the pretrial services.

• Receive and direct all individuals and visitors in a courteous and helpful manner.
• Maintain sign-in sheets, ensuring that all information on the log is filled out.
• Ensure individuals are seen by a Case Manager or drug tested in a timely manner.
• Answer phones and direct calls; take messages and page staff as needed.
• Assist staff with data entry and CCAP checks as needed.
• Create paper files for the Pretrial Programs.
• Management of closed files to include purging, filing and fee collection.
• Prepare collections letters for the Pretrial Programs.
• Print, sort and distribute mail multiple times per day.
• Assist with conducting PBT's in the morning, when requested.

Required Qualification:

• High School Diploma required; Associate degree is preferred, and some post high school training preferred.
• Must be proficient with Word and Excel
• Meet all the employee requirements including references, background checks, drug test, and driver's license check.
• Must have some basic understanding of the Justice System. Knowledge of Wisconsin Circuit Court Access Program (CCAP) is preferred.
• Must be able to interact with justice involved individuals with respect.
• Must adhere to and embrace the agency core values of respect, integrity, pursuit of excellence, and justice.

Knowledge, Skills and Abilities

• Communication - Ability to provide information effectively with all people - the persons we serve, supervisor, colleagues, and program partners in writing and oral communications.
• Customer Service - Must be able to effectively support and serve all programs, staff, and the people the programs serve with respect, kindness, and maintain a person-centered approach.
• Technological Aptitude - Ability to use general technological skills throughout daily job i.e., Email, Internet, company specified systems, (ex. Microsoft 365, Windows, Word, Excel).
• Managing Priorities/Deadlines - Ability to maintain schedules, meet deadlines and manage multiple projects.
• Problem-Solving Skills - Ability to think critically and be solution-oriented in a fast-paced environment and adapt to program changes and challenges.
• Adaptability - Ability to manage change, deal with situations as they arise and work independently or as part of a team.
• Teamwork - Ability to work as a team participate productively while also managing independent contributing duties and responsibilities.
• Motivation - Possess a commitment to the assigned job, mission and core values of the organization while also supporting a respectful and harmonious work setting.
• Professionalism - Ability to conduct oneself with a high level of integrity, ethics and boundaries.
• Multicultural Sensitivity - The role involves working in the community and interacting directly with diverse populations.As such, the employee must demonstrate professionalism, cultural sensitivity, and strong interpersonal skills while representing the organization in a variety of settings.

PHYSICAL DEMANDS: Sitting at a desk for several hours at a time while covering the phones and entering data in the computer; duties require good hearing and the ability to communicate verbally; hand and finger dexterity for data entry and typing.

WORK ENVIRONMENT: Most tasks are performed in a busy reception area where justice involved appear for office visits and all incoming phone calls are received; providing services to several caseworkers requires responding to various simultaneous requests.

Wisconsin Community Services, Inc. is an equal opportunity employer. All applicants will be considered for employment without attention to race, ethnicity, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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