Program Support Associate II - Behavioral Health

POSITION SUMMARY: 
This position provides administrative and program support to the Behavioral Health Division, specifically the Intoxicated Driver Program (IDP) and may assist with operational functions in other Health and Human Services (HHS) programs. 

ESSENTIAL FUNCTIONS: 
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned. 

• Provide administrative support to the IDP Program, Behavioral Health Division, and other HHS areas.
• Interpret and process court orders; prepare, mail, and track correspondence including assessment letters, out-of-state referrals, releases, and financial obligation letters.
• Review client legal histories and input assessments into the Wisconsin Assessment Programs (WASP); verify upload accuracy and export records to the DOT.
• Maintain IDP database and paper/electronic records, track client progress and treatment status.
• Request and process medical records; prepare and submit Driver Safety Plan amendments and compliance reports.
• Coordinate with the Wisconsin DOT to resolve record discrepancies and verify ticket histories.
• Collaborate with St. Croix County Circuit and Municipal Courts to request court documents and clarify case details.
• Communicate with counselors regarding client progress, treatment plans, and related issues.
• Prepare final reports, extensions, and non-compliance status updates.
• Support audits by maintaining provider credentials, licenses, liability insurance, and Controlled Substance Registration Certificates.
• Greet and assist visitors and callers; provide program information, direct inquiries, and schedule appointments.
• Perform general clerical duties including data entry, document preparation, copying, faxing, and email/UPS mail handling.
• Prepare materials for public resources and ensure confidentiality and secure handling of sensitive information.
• Schedule stakeholder meetings and take notes as requested. 
• Process invoices, requisitions, and vouchers; manage office inventory and supply ordering, and assist with office equipment troubleshooting.
• Will provide administrative support across other HHS supervision areas as needed.
• Adhere to timelines and documentation standards.
• Other duties as assigned. 

KNOWLEDGE, SKILLS AND ABILITIES   
This section details the essential competencies required to perform the job effectively, including a mix of technical knowledge, practical skills, and personal attributes. 

• Understanding of the structure, functions, policies, procedures, and operations of County government, including departmental operations, as well as the broader context of local, state, and federal government agencies, particularly within Wisconsin. 
• Technical proficiency in the use of standard office software applications, databases, and technology tools relevant to the position (e.g., Microsoft Office, Outlook, SharePoint, etc.), as well as general knowledge of modern office practices, procedures, and equipment. 
• Strong organizational and time management skills, including the ability to manage multiple priorities, and adjust to changing demands, and meet critical deadlines in a fast-paced environment while maintaining a high degree of accuracy and attention to detail. 
• Ability to type accurately and demonstrate proficiency in word processing, data entry, and the preparation, review, and processing of documentation. 
• Ability to apply ethical judgment and maintain confidentiality and discretion when handling sensitive or protected information, in compliance with open records law and other applicable state and federal statutes and regulations. 
• Ability to interact professionally, respectfully, and tactfully with coworkers, other departments, external agencies, and the public, and work effectively as part of a team.
• Ability to prepare clear, concise, and accurate written communications, reports, and correspondence; maintain detailed records; and analyze written or computerized data to generate organizational or functional reports. 

LANGUAGE SKILLS   
This section outlines the communication abilities necessary for effective performance.  These skills reflect the need to interact with the public, colleagues, and other stakeholders in a clear, professional, and effective manner. 

• Ability to communicate effectively in English, both verbally and in writing, with a wide range of individuals, including the public, colleagues, and supervisors. 
• Ability to read, interpret, and apply information from complex documents such as laws, regulations, policies, procedures, and reports. 
• Ability to engage with the public, handle inquiries, resolve conflicts, and build positive relationships with a diverse population. 

MATHEMATICAL SKILLS 

• Ability to perform basic mathematical calculations accurately. 
• Ability to review, calculate, and verify numerical information such as fees, financial obligations, invoice amounts, record totals, and time-based tracking related to compliance, documentation and audit processes. 

REASONING ABILITY 
This section outlines the cognitive skills required to perform the job effectively.  This includes the ability to apply logic, make decisions, solve problems, and understand complex information.  

• Ability to identify and define problems, collect data, establish facts, and draw valid conclusions.
• Ability to make decisions that are sound, well-informed, and timely, even in stressful situations.
• Ability to analyze situations, consider various perspectives, anticipate potential issues, and make recommendations or decisions based on logical reasoning. 
• Ability to interpret complex information, recognize patterns, and understand the implications of actions or decisions.
• Ability to think conceptually and understand the relationships between ideas that are not immediately obvious.

PHYSICAL AND WORK ENVIRONMENT: 
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.   

PHYSICAL REQUIREMENTS 

• This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, frequently requires standing, using hands to handle, feel, and perform fine motor skills and repetitive motions, and occasionally requires walking, stooping, kneeling, or crouching; and reaching with hands and arms overhead or below the waist.
• Sufficient vision to perform tasks such as reading documents, operating vehicles, or working with detailed data. 
• Vocal communication required to express or exchange ideas verbally.
• Ability to hear and understand speech at normal levels for tasks such as communicating with the public, colleagues, or over the phone. 
• Work is generally in a moderately noisy location (e.g. business office, light traffic). 

WORK ENVIRONMENT 

• Work is primarily in an office setting.
• Ability to work the allocated hours of the position. 

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE REQUIREMENTS 

• Associate’s degree in human services, business, administration or related field and two (2) year’s administrative work experience; OR High School Diploma/equivalent and four (4) years related work experience. 
• Must successfully pass criminal and caregiver background check.