Administrative Associate I

The Portage County Aging & Disability Resource Center (ADRC) is hiring a full-time Administrative Associate I.  

What are the primary job duties?


Take incoming calls or in-person visits regarding a wide variety of programs and services. Exercise judgment in determining whether:

  • Can handle problem or request for information
  • Need to refer call or request to a program director or on-call Information & Assistance Specialist
  • If problem or request is not appropriate to ADRC services, refer to another staff person or agency
  • Maintain list of phone numbers of other often-requested agencies/services.
Provide general information to visitors/callers re ADRC services:
  • Ask appropriate questions to determine area(s) of need
  • Explain services, programs, classes and provide literature
  • Obtain participant data (address, emergency contact, etc.) for mailing lists and agency computer systems

Reservations, Appointments, and Information:

    Take (by phone or in person) reservations for:

  • Nutrition Program dining sites maintaining attendance logs, back up registrar.
  • Transportation services referrals
  • Homestead, Energy Assistance, income tax assistance
  • Foot Care Clinic:
    • send referral form to participant's physician
    • schedule appointments and explain documentation and supplies needed
    • send appointment reminder postcard
    • foot care filing (both- pull files prior to the appointment and re-file upon completion of the appointment)
  • Lincoln Center facilities: schedule rooms for meetings, conferences, etc.
  • Lincoln Center classes/activities:
    • Complete registration information
    • Collect fees
    • Maintain records for billing Managed Care Organizations and IRIS Agencies
  • ADRC Agency Responsibilities:
    • Complete required agency paperwork including, payroll, time logs, and other records required for agency functioning via computer.
    • Enter daily receipts in computer system and reconcile cash drawer with reports
    • Enter statistics into required databases

Senior Center Activities:

  • Lincoln Center facilities:
    • Maintain calendar of Lincoln Center classes/activities/meetings per information received
    • Notify Facilities crew re room arrangement needs
    • Verify monthly Lincoln Center room schedule
    • Maintain knowledge of senior center computer program operations
  • Coffee Stop:
    • Monitor budget, stock supplies and maintain operations
    • Work cooperatively with Coffee Stop volunteer

Volunteer Responsibility:

  • Act as liaison between volunteers and program managers.

What are the minimum job requirements?
  • High school diploma or equivalent.
  • Six months work experience in an office setting.
  • Experience in customer service preferred.
  • Experience with computer programs such as MS Word and Excel.
  • Experience in a social or aging services work setting helpful.

Portage County offers an AWESOME benefit package, which includes the following;

  • Vacation - available on day one!
  • Health insurance- your choice of two health plans- (Health Savings Account associated with a High Deductible Health Plan with a County contribution or a PPO Co-pay plan)
    • Health insurance starting at $19.15 a paycheck!
  • Wellness incentive plan offered with health insurance enrollment! Earn up to $600 per year!
  • Flexible spending account
  • Dental insurance
  • State of Wisconsin Retirement Plan - County contribution of 6.80%!
  • Paid holidays
  • Paid sick leave
  • Life insurance- premium paid by the County (must work a minimum of 30 hrs/wk)
  • Long term disability insurance- premium paid by the County (must work a minimum of 30 hrs/wk)
  • EAP (Employee Assistance Plan) - paid by the County
  • 457(b) Deferred Compensation Plan


Portage County is an Affirmative Action/Equal Opportunity Employer