Administrative Professional II

Salary: $22.05 - $24.48 Hourly
Location : Janesville, WI
Job Type: Full Time
Job Number: RC-
Department: HSD-C Youth Services Center
Opening Date: 05/14/2025
Closing Date: 5/30/2025 5:00 PM Central

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 35 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 click apply for full job details