Administrative Assistant - Unit Clerk

Winnebago Mental Health Institute (WMHI) is looking to fill a full-time (1.0 FTE) and part-time (.75 FTE) Administrative Assistant – Office Clerk Position. WMHI is a part of the Department of Health Services (DHS), Division of Care and Treatment Services (DCTS) and is a psychiatric hospital providing quality mental health services to children, adolescents, and adults.

The 1.0 FTE position will be scheduled to work Monday-Friday from 7:00 am-3:30 pm.

The 0.75 FTE position will be scheduled to work Monday-Friday from 7:00am - 1:00pm.

As an employee of the State of Wisconsin, you'll also have access to an amazing benefits package, including:

• 3.5 weeks of vacation, 9 paid holidays and ample sick time (benefits will be pro-rated for hours worked for part-time position).
• Top rated health plan options starting at $39/month for single plans and $97/month for family plans, after 2 months of state service.
• Premium pension plan with at least a 6.9% employer match in 2024. Plus, a tax advantaged supplemental retirement savings plan which allows you to save money directly from your paycheck for retirement. Use this Total Rewards Calculator to see the total value of our competitive benefits package!
• Several flex spending accounts: medical, dependent care, commuter, parking and High Deductible Health Savings.
• Well Wisconsin Wellness Program
• A free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall well-being.
• Public Service Loan Forgiveness Program employer.

As an Administrative Assistant – Unit Clerk you will be responsible for the following duties:

• Serving as the administrative assistant for the program and patients within the program.
• Overseeing and completing complex, fast-paced administrative functions on the inpatient unit.
• Fielding incoming communications to the unit including phone, email and fax inquiries while upholding HIPAA requirements.
• Inputting demographic and medical information into the online medical record as assigned.
• Serving as the receptionist for outside customers.
• Extracting clinical information from the online record and disseminating to attorneys and evaluators in accordance with legal orders.
• Providing support to multidisciplinary unit staff by troubleshooting equipment failures and by responding to requests for inpatient records by extracting relevant clinical information from the online medical record and distributing collateral information to potential providers.
• Completing all internal patient monetary functions.
• Ordering and ensuring adequate stock of all medical supplies needed by inpatients.
• Entering, prioritizing and tracking work orders to maintain a safe environment for staff and patients.
• Attending team and patient meetings and documenting and distributing minutes as assigned.
Performing off-unit functions by interfacing with other essential departments supporting the program.

The starting pay is $21.23 per hour, or the minimum at the time of appointment (approximately $44,200 per year for the full-time position), plus excellent benefits. A 12-month probationary period is required.

Pay for current or former state employees will be set based on the rules that apply to compensation for the applicable transaction. This position is classified as an Operations Program Associate and is in pay schedule and range 02/11.

All applicants who may be appointed to this position will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.

All appointees will be required to receive a TB test, which will be administered by the facility or medical personnel directed by the facility prior to their start date.

DHS does not sponsor work visas for this position, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire.

Minimally qualified applicants will have all of the following:

• Experience utilizing Microsoft Office Suite (e.g., Word, Excel, Outlook, etc.) for office support tasks such as email correspondence, data entry, etc.
• Experience using office equipment (e.g., telephones, scanners, fax machines, etc.).
• Ability to type 45 net words per minute. (A typing test will be required).

Well-qualified applicants will also have one or more of the following:

• Experience working as part of a multi-disciplinary team.
• Experience analyzing, interpreting, and presenting data.
• Experience working with confidential information or HIPPA laws.

Your letter of qualifications is limited to 1 page. For a guide on developing your resume and letter of qualifications and what should be included in these materials, click here..

Applying is easy! Click “Apply for Job” to start your application process. Sign-in to your account or click “Register Now” to create an account before applying for the job. Follow the steps outlined in the application process and submit your application.

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Submitted materials will be evaluated by a panel of job experts according to the qualifications above. Please monitor your email for communications related to this position. Current or former permanent, classified, state employees must complete the online application process to be considered.

If viewing through an external site, please apply directly at Wisc.Jobs.

DHS is an Equal Opportunity and Affirmative Action employer seeking a diverse and talented workforce.

Veterans are encouraged to apply. For complete information on Veterans’ hiring programs with the WI Department of Veteran’s Affairs, click here.

For technical assistance and general information, please see Frequently Asked Questions. For questions about the position, to request a copy of the full position description, or for other employment inquiries, please contact Mike Sansom at MichaelJ.Sansom@DHS.Wisconsin.gov.

The deadline to apply is May 16th at 11:59 pm.