Description

The Department of Health & Human Services, Administrative Division is seeking a talented Fiscal Assistant to work in the Admissions Unit. Previous clinic or scheduling experience is beneficial, but not required.

This Fiscal Assistant can expect to work at the front desk within a busy outpatient clinic alongside two other team members. This position will:

• Operate as part of a team that includes mental health professionals, psychiatric prescribers, nurses, and clients of all ages.
• Schedule appointments, check-in clients for a variety of services, answer questions related to services offered at Waukesha County, take messages for doctors and nurses, and enroll new clients for services.
• Work with insurance, use online insurance portals to verify benefits, accept co-pays, and review documents for accuracy and ensuring HIPAA protocols are followed at all times.
• Utilize office machines such as multi-line phone, copy/fax machine, and scanner and should be familiar with Microsoft Office products including but not limited to Word, Excel, Outlook, OneNote, Outlook, Teams, and the Internet.
• Expect to take a minimum of 50 calls per day from clients, social workers, police departments, insurance companies and pharmacies.
• Expect to read/respond to up to 75 messages per day.
• Require the ability to change focus at a moment’s notice as objectives change depending on client needs.
• Require patience, professionalism, empathy, and multi-tasking skills.

Example of Duties

Under close supervision, performs a broad variety of technical work in a department, division, program, or other work unit within County government. Typical duties include preparing, processing, and maintaining a variety of financial records and reports, entering, verifying, and checking data, and processing financial accounts and records; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
At this level, work involves routine, repetitive, and recurring tasks that require following standardized, sequential steps, processes, or procedures. Assignments are structured and specific guidelines are available in procedure manuals and/or written or verbal instructions. Deviations from standard practices require prior approval by the supervisor, who is generally available to answer questions and make decisions, or professional staff within the work unit.

The following list of duties and responsibilities are commonly performed by a position at this level, but are not necessarily required of all positions.

• Greets and assists customers, in person, by telephone or by other methods to provide information, answer questions or directs to appropriate staff.
• Receives, records and processes payments and receipts in accordance with established processes and procedures and prepares related reports.
• Performs basic accounting tasks and transactions; maintains basic account records which may include expenditures, collections, revenue, or budget information.
• Creates, updates, and maintains basic spreadsheets for department/division files and records.
• Provides information and assistance to customers, clients, or staff.
• Identifies and researches discrepancies and takes appropriate corrective action.
• Prepares routine journal entries in department/division accounts as directed.
• Distributes or posts financial data to appropriate accounts and prepares simple reconciliations.
• Organizes and maintains files, scans documents, records and reports, copies materials, files paper and/or electronic information and distributes documents as necessary.
• Manages confidential and sensitive information and documents
• Prepares bank deposits.
• Performs cashiering and p-card transactions.
• Performs timekeeping and payroll duties.
• Utilizes HRIS and other department-specific software.
• Attends department/division meetings.
• Responds to and resolves basic inquiries or problems or directs to appropriate staff.
• Follows and adheres to County policies, procedures, and federal, state, and local regulations.
• Establishes and maintains effective, professional, positive, and respectful working relationships and communications internally, with other County departments/divisions, clients/customers, outside agencies, and the general public.
• Performs other duties as apparent or assigned.

QUALIFICATIONS
Essential Knowledge and Abilities

• Considerable knowledge of MS Office products or comparable office product, particularly Excel and Access.
• Working knowledge of accounting practices, procedures, methods, and equipment.
• Working knowledge of department/division requirements, policies, procedures, rules, laws, etc.
• Working knowledge of unique or specialized terminology specific to department/division operations.
• Working knowledge of specialized software programs, including County-wide financial systems.
• Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment.
• Working knowledge of computers and other technology needed to prepare documents, spreadsheets, financial records, and reports.
• Working knowledge of department specific programs.
• Ability to accurately perform intermediate arithmetic computations.
• Ability to prepare and maintain spreadsheets.
• Ability to make routine decisions using standardized policies and practices.
• Ability to maintain and enhance skills, participate in on-going training, and increase knowledge of County, department and division services, policies, and procedures.
• Ability to adapt to new department/division policies, procedures, programs, and environment.
• Ability to follow and understand oral and written instructions.
• Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other County departments/divisions, clients/customers, outside agencies, and the general public.
• Ability to work effectively as a member of a team and deal with people in an effective and timely manner.
• Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles.
• Ability to organize and prioritize work.

Minimum Qualifications

You must meet these minimum Education and Experience requirements:

• High School Diploma or GED.
• One-year of post high school work experience in finance or accounting.
• One-year of post high school education from a recognized college or university in accounting, finance, business, or a closely related field may be substituted for the work experience requirement.

Supplemental Information

Applicants who meet the minimum training and experience requirements will receive an email invitation to participate in online skills testing which includes keyboarding (40 wpm). Please check your email regularly for status updates and instructions on next steps. Online skills testing must be completed no later than 4:00 PM on Monday, May 22, 2023.

Waukesha County's pay plans, group insurance programs, and other benefit policies comprise a package that is highly competitive and satisfies the needs of its employees. This is intended to give only a brief summary of the employee benefit package. Additional information will be provided at the time of hire. Benefits for part-time positions are pro-rated.

Health Insurance
High Deductible Health Plan with Health Savings Account (HSA). Coverage begins on the first day of the month following sixty (60) days of employment (not to exceed ninety (90) days). Dependent upon participation in a health risk assessment, employees may be eligible for an employer contribution to their Health Savings Account.).

Waukesha Employee Health & Wellness Center
Employees of Waukesha County and their dependents (ages 2+) who are enrolled in health insurance have access to an onsite medical clinic operated by Everside Health. The clinic is located at 615 W. Moreland Blvd in Waukesha. Patient confidentiality is of the utmost importance as all staff are employees of Everside Health. Providers of the clinic include a Board-Certified Physician, three Physician Assistants, one Physical Therapist, and one Health Coach.

The clinic is open Monday - Friday and has early morning to evening appointment times. Patients should be able to schedule same day or next day appointments for service. Services available include: health coaching, preventative/wellness care, non-preventative (illness/injury visits), immunizations, lab work, disease management, physical therapy, medication dispensing, and work-related injuries.

Office Visit Fees Cost
Preventative Care Free
Non-Preventative Care $28.00 per visit (After Deductible Met Copay is $0)
Physical Therapy $28.00 per visit (After Deductible Met Copay is $0)
Medication No separate charge
Medication Refill Appointments No Cost
Health Coaching No Cost
Office visit fees are applied towards health plan deductible and out-of-pocket maximums.

Employee Wellness Activities, Program and Fitness Center
24/7 access to a wealth of health tools and information on the wellness portal. On-going education programs, fitness challenges and classes. On-site fitness center.

Health Care Flexible Spending Account
This plan allows you to make pre-tax payroll contributions to use for the reimbursement of qualified out-of-pocket medical expenses. The 2023 contribution limit is $3,050. This benefit is not available for employees enrolled in the High Deductible Health Plan. Coverage begins on the first day of the month following sixty (60) days of employment.

Dependent Care Flexible Spending Account
This plan allows you to make pre-taxed payroll contributions to use for reimbursement of your dependent care expenses. The IRS allows you to contribute up to $5,000 per year from your paycheck for child and/or elder care. Coverage begins on the first day of the month following sixty (60) days of employment.

Dental Insurance
Waukesha County offers you a choice of two dental insurance plans. Coverage will begin on the first of the month following six (6) months of employment.

Vision Insurance
Coverage will begin the first of the month following sixty (60) days of employment.

Premium Option Plan
Employees are automatically enrolled in this pre-tax option. This plan allows you to pay your share of the health, dental, and vision insurance premiums on a pre-tax basis. This means you pay less state, federal, and FICA taxes, thus saving you money. You can elect to pay on a post- tax basis if you prefer.

Vacation
Waukesha County’s vacation plan provides you with paid time off from work. Regular full-time employees are credited with forty (40) hours of vacation upon hire. Thereafter vacation is earned in one calendar year to be used in the next calendar year.

Full-Time Vacation Accrual Schedule

Holidays
Employees are eligible for eleven (11) paid holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, The Day after Thanksgiving, Christmas Eve Day, Christmas Day, New Year’s Eve Day, and Two (2) Floating Holidays that are earned on February 1 and June 1 of each year.

Sick Leave
The Sick Leave Plan is designed to provide you with salary continuation in the event of personal injury or illness. Regular full-time employees earn sick leave at the rate of eight (8) hours for each month of work up to a maximum of nine hundred sixty (960) hours.

Long-Term Disability
Waukesha County pays the full premium on employee’s behalf for this benefit. The long-term disability insurance plan provides for a monthly income in the event of a disabling injury or illness which renders you incapable of performing your job. Coverage will begin the first of the month after hire date.

Life Insurance
Waukesha County pays the full premium cost on your behalf. You will be insured for an amount equal to one (1) times your prior year gross wages rounded to the next higher thousand dollars. In addition, you are insured for Accidental Death and Dismemberment benefits. Coverage will begin the first of the month following six (6) months of employment.

Voluntary Worksite Benefits
Waukesha County offers supportive voluntary benefit options for Accident Insurance, Critical Illness Insurance, and Hospital Indemnity Insurance. These benefits help pay for unexpected medical costs and other expenses. Each offering is ala carte so you can select the plan that is right for you and your family. Monthly payroll deductions for the Voluntary Supportive benefits are only offered as after-tax deductions, so any benefits received under these plans are tax-free.

Dependent Life Insurance
You may choose to elect dependent life insurance for your spouse and/or eligible dependents. Employees pay the full premium cost for dependent life insurance. Coverage will begin the first of the month following six (6) months of employment.

Voluntary Term Life Insurance
You may choose to purchase additional supplemental term life insurance. Employees pay the full premium cost for supplemental term life insurance. Coverage will begin the first of the month following six (6) months of employment.

Wisconsin Retirement System - Pension Plan
As a full-time employee, you will automatically be enrolled in the Wisconsin Retirement System. This pension is administered by the State of Wisconsin Department of Employee Trust Funds.
You will be required to pay the employee’s share of contributions to the fund, while Waukesha County contributes the employer’s share. Employees are vested in their portion of contributions immediately and after five years of creditable service for the employer contribution.

Deferred Compensation
Waukesha County offers access to a 457 Deferred Compensation program that allows you to save and invest for retirement through payroll deduction. This completely employee funded. Participation is voluntary and employees can enroll at any time. Employees may contribute on a pre-tax or Roth basis.

Payroll Roth IRA
Waukesha County offers access to a payroll Roth IRA that allows you to save and invest for retirement through payroll deduction. This completely employee funded. Participation is voluntary and employees can enroll at any time.

Retirement Health Savings (RHS) Plan
This is a benefit funded by Waukesha County. Waukesha County will contribute up to $550 ($400 for Waukesha Deputy Sheriff’s Labor Union represented employees) per year into an employee’s RHS account. Funds are available to the participant following separation of employment and can be used for reimbursement of qualified medical expenses or qualified insurance premium payments that occur post-employment. Contributions begin the first month after date of hire. Contributions for employees represented by the Waukesha Deputy Sheriff’s Labor Union will begin the first of the month after twelve (12) months of employment with Waukesha County).

Social Security
During your working years, you regularly contribute a certain percentage of your income toward Social Security. Waukesha County matches your contribution, dollar for dollar.

Electronic Direct Deposit Program
Employees will be required to have their paychecks electronically deposited into the financial institution and account of their choice. Participants will receive a statement of earnings each payday as opposed to a payroll check.

Worker’s Compensation
As an employee of Waukesha County, you are protected under the Worker’s Compensation Act, which provides for hospital, medical, surgical care, and income loss payments for work-related injuries and illnesses.

Jury Duty & Witness Service
In the event you are subpoenaed for jury duty or subpoenaed to serve as a witness in connection with an incident occurring while at work, you will be eligible for paid leave.

Funeral Leave
In the event of a death in your immediate family, you will be allowed up to twenty-four (24) hours of leave with pay to attend the funeral.

Employee Assistance Program
Waukesha County offers access to a free confidential Employee Assistance Program for all employees and members of their household. The program provides a helping hand with such problems as stress, family & relationship concerns, alcohol or drug dependency, workplace conflicts, work life balance, depression and anxiety, parenting concerns, grief or loss, crisis situations, child or elder care resources, and convenience resources. Participants can receive up to eight (8) visits in person or telephonically with an EAP Provider per clinical issue per 12 months at no cost.

Tuition Assistance Program
Regular full-time and regular part-time employees who have passed a 6-month employment period are eligible for this program. The County will reimburse 75% of eligible educational costs up to $400 per semester (up to $800 per calendar year). Courses must be job-related and of direct benefit to the County or in a designated program to qualify.

Employee Discount Programs
Waukesha County offers discounts on Dell products, cellular service through U.S. Cellular, AT&T, T-Mobile, and Verizon, and discounted rates on Microsoft 365 through Microsoft Home Use Program.

Pay for Performance
Employees are eligible for performance based merit awards with exceptional and commendable performance ratings.

Student Loan Forgiveness
Employees may qualify to receive student loan forgiveness under the Public Service Loan Forgiveness Program (Special Programs - MyFedLoan).