Administrative Assistant Specialized

Eau Claire, Wisconsin, United States

Company: LSS

Category: Office and Administrative Support Occupations

Published on 2021-10-21 19:13:14

Job Details


Are you an organized and detail oriented administrative assistant with excellent communication skills? Do you have a friendly demeanor, flexible, and appreciate diversity while working in a fast paced environment? If so, you are encouraged to apply for this Administrative Assistant Specialized position.

This is a benefit eligible, 40 hour per week administrative assistant position primarily supporting the Family Preservation and Interactions programs based in Eau Claire. Tasks would include, but not limited to, data entry, collecting client information, electronic and paper filing, quality assurance, general office tasks, and supporting a very diverse staff of workers. Quality assurance, Centralized Intake and Excel spreadsheet advanced experience preferred. M-F First Shift

This position provides specialized clerical and administrative support that is of a complex nature and/or supports multiple areas, departments, etc. 

At Lutheran Social Services of WI and Upper MI, the health and safety of our colleagues and clients is our top priority! LSS is regularly reviewing OSHA and CDC recommendations and guidelines to stay abreast of the ever changing Covid-19 pandemic. LSS employees are currently required to mask regardless of vaccination status when indoors and in the presence of clients or colleagues. Employees are expected to adhere to agency protocols.

Examples of FOCUS AREAS Expected may include:

Centralized Intake

Data entry into an electronic health record software system Enter a referral into the electronic health record software system. Monitor and track and authorizations (if applicable). Request and ensure receipt of referral form and authorizations (if applicable) from program and external funders. Act as a liaison between the county, program, and financial services. Maintain an accurate information stream that meets the needs of clients and programs. Handle workflow from multiple programs across the agency. Responsible for a variety of functions related to insurance coverage including verification of insurance benefits and CPT/ICD coding. Communicate with agency billing department and external funders regarding authorizations. Collaborate with financial services team to resolve billing issues. Organize and maintain files electronically. Work remotely within the Centralized Intake Team and program staff.

Quality Assurance

Follow a system of review that addresses the requirements of the funder. Ensure consistency and accuracy of service notes and invoices by funder. Understand the workflow associated with service delivery and the documentation process. Understand the interface between the documentation requirements and the electronic health record. Effectively communicate to program staff regarding the documentation requirements and correcting errors. Collaborate and communicate with financial services team members to coordinate the submission of invoices and service notes in alignment with funder requirements. Submit CCS (Community Comprehensive Services) service notes and invoices to funders. Primary contact for county fiscal department.Communicate changes to the appropriate agency staff regarding documentation expectations of the county.

AGENCY REQUIREMENTS (Required of all employees):

Must comply with applicable service regulations as well as agency and departmental policies and procedures. Must relate to people of varied ethnic and cultural backgrounds, ages, and economic circumstances with respect and dignity. Must support the Mission, Vision and Values of the Agency. Represent LSS internally and externally as a servant leader in thought, words and actions.

Essential Duties and responsibilities:

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.

Deliver excellent customer service while maintaining an understanding and supportive demeanor. Exercise judgment and discretion in performance of tasks, within established procedures and may need to complete work with limited or ambiguous information. Excellent communication and customer service skills to be able to explain processes. Communicate effectively with program staff to correct errors. Excellent problem solving skills to be able to process changes and work with others to resolve issues. Communicate effectively with program partners regarding tasks, responsibilities and deadlines. Create and edit documents (Word, Excel, PowerPoint, etc.), some of a complex nature. Type various documents and correspondence including meeting minutes. Proofread all documents for correct grammar, spelling, punctuation, and content.Problem-solve and provide suggestions for efficiency and improvement as warranted.Provide receptionist duties as needed. This will include answering telephones, taking messages, scheduling appointments, and greeting visitors.Provide program specific support, which may include billing support functions, data entry and other needed support.Prepare and if applicable, develop/create department forms and maintain supply.Prepare and mail letters and packages.Create, organize, and maintain files. This may be hard copy files, electronic files, and databases. Assist in planning, scheduling, and preparing for meetings and events as assigned. Continue to expand and improve technical knowledge and be an administrative resource for others in the agency. Participate in other projects and other duties, as assigned and needed. Collaborate with other team members and assist with projects. Collaboration may include entities that are working at various locations. Provide guidance, work direction, and support to other administrative employees and volunteers as necessary. Troubleshoot and ensure office and facility needs are met and work with vendors as needed (office equipment, safety checks, fire extinguisher inspections, etc.). Participate in other projects and other duties, as assigned and needed.


Medical/Dental/Vision Insurance Flex Spending for Dependent & Health Care Mileage reimbursement Paid Time Off 10 Paid Holidays Ability to Contribute to 403B Employee Assistance Program Service Awards and Recognition


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Upon offer, candidates must successfully complete the necessary background, caregiver, medical and any other checks required, according to program requirements .  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 


High School Diploma or equivalent. Associates Degree in administrative support area is strongly preferred. Minimum 3 year prior administrative experience required. Proficiency in a variety of software programs (Microsoft Word, Excel, PowerPoint, Outlook, or equivalent) is required.


Ability to read, write, analyze and interpret to complete required documentation by established timeframes. Ability to document in a neat, legible, accurate, objective and consistent manner to reflect the services provided. Ability to effectively present information and respond to questions from all levels of LSS management and employees, as well as the individual, family, and circle of support.


Working knowledge of computers to allow employee to access computer systems and applications to complete timecards, read and respond to email, and complete required on-line training. Ability to utilize efficiently an electronic health record(s) for documentation of direct services. Must be able to work on computer and utilize computer applications and programs to effectively complete the job. Ability to work within a variety of ever-changing software packages and computer systems.  Working knowledge of computers to allow employee to access computer systems and applications to complete timecards, read and respond to email, and complete required on-line training. Create and edit complex documents, spreadsheets, presentations, etc. Maintain records and accurate filing systems. Regular use of technology for meetings and communication to include email, conference calls, web-based meetings and webinars.


The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hand to finger motions; and handle or touch objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. This position will require frequent computer usage.

The incumbent of this position works in an air-conditioned, office environment. The incumbent will also be exposed to outdoor weather conditions when traveling on company business.

The noise level in the work environment is usually moderate. 

TRAVEL: Ability to travel on day trips as required, but will be infrequent. Rarely, would overnight travel be required. 

LSS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, disability status or any other characteristic protected by federal, state or local law.

Travel Required

Yes. Local Travel May be Required









High School Diploma/ GED or better.


Associate Degree or better in Administration / Business.


Licenses & Certifications

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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