Administrative Support Specialist – Health (Half-Time)

Come join the City of Appleton and make an impact today! Each day you’ll have the opportunity to improve the community and make a difference in someone’s day. At the City, you’ll have a chance to grow through ongoing training, work alongside awesome coworkers and leaders, share your thoughts and ideas, and be respected for who you are. Best of all, you’ll have work-life balance to share more time with those you love. Come join the City and make an impact! Apply today.

The City of Appleton’s Health Department is looking for an Administrative Support Specialist (Half-Time) to join the team (20 hours per week). This position provides comprehensive administrative support to the City of Appleton Health Department, playing a vital role in advancing the department’s public health mission. The Administrative Support Specialist works under general supervision of the Health Director, supporting data collection, financial documentation, communication efforts, and ensuring smooth day-to-day operations. The incumbent will apply sound judgment and attention to detail in interpreting policies, maintaining confidentiality, and producing high-quality materials that inform and engage various stakeholders. Work is reviewed for accuracy, efficiency, and contribution to departmental goals.

ESSENTIAL JOB FUNCTIONS
The essential functions are organized under Public Health Core Competencies to demonstrate how this position supports the department’s mission and service delivery.
Data Analytics and Assessment Skills

• Data Management & Reporting: Assist with compiling, verifying, and organizing public health data, monthly statistics, and program metrics for internal and external reports.
• Board of Health Support: Attend monthly Board of Health meetings, prepare meeting agendas, coordinate packet distribution, record and finalize meeting minutes, and communicate with Board members, including the Chairperson. Ensure all records are accurate, accessible, and secure.
• Records & Mail Management: Process incoming and outgoing mail, ensuring timely collection, sorting, and distribution of documents essential for public health operations.

Communication Skills

• Materials & Outreach: Create, edit, and design a variety of documents, including brochures, questionnaires, health license applications, and in-house forms, ensuring materials are culturally competent and easily understood by diverse audiences.
• Internal Communications: Maintain department-wide communications, employee information, and policies and procedures; support consistent messaging that aligns with public health principles.
•  External Communications: Respond to general health inquiries, direct calls, and forward requests to appropriate staff. Communicate with community members, partners, and public officials in a professional and respectful manner.

Management & Finance Skills

• Administrative Support: Provide general administrative services, such as scheduling appointments, managing calendars, and assisting in coordination of department-wide activities and events.
• Financial Processes: Assist in budgeting and expense tracking, prepare invoices, receipts, purchase authorizations, general billing support, and manage P-Card allocations. Support compliance with departmental and municipal financial policies.
• Resource Management: Order and maintain inventory of supplies and materials, ensuring the department remains well-equipped to deliver health services efficiently.

Leadership & Systems Thinking Skills

• Accreditation & Quality Improvement: Assist in maintaining the Level III Health Department designation through participation in the 140 Review and related audits, and accreditation activities. Support quality improvement initiatives by accurately documenting processes and outcomes.
• Training & Development: Engage in ongoing learning opportunities and training sessions to enhance knowledge of public health systems, policies, and emerging health issues. Contribute to a culture of continuous improvement and responsiveness to community health needs.

OTHER JOB FUNCTIONS

• Perform other related duties as assigned that support the Health Department’s public health mission.

• High school diploma or equivalent, three to five years of progressively responsible office/clerical experience, preferably in a health or public sector setting, or any equivalent combination of education, training, and experience.
• Considerable knowledge of Microsoft Word, Excel, and other relevant computer programs.
• Strong organizational skills and attention to detail, with the ability to maintain complex records, produce accurate reports, and meet deadlines.
• Knowledge of public health confidentiality standards (e.g., HIPAA) and the ability to handle sensitive information discreetly.
• Ability to communicate effectively both orally and in writing, adapt to changing priorities, and work independently or as part of a team.
• Ability to handle multiple projects simultaneously, prioritize tasks, and remain flexible in a dynamic environment.
• Valid Wisconsin driver’s license.
• Ability to occasionally work nights or weekends as necessary.

Preferred Qualifications:

• Experience in office management, budget preparation, or financial documentation in a governmental or health-oriented organization.
• Familiarity with public health systems, accreditation processes, and quality improvement initiatives.
• Demonstrated success in developing internal processes, filing systems, and records management that support organizational efficiency.

This job description should not be interpreted as all-inclusive.  It is intended to identify the major responsibilities and requirements of this job.   The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in the description.COMPETENCIES

• Communication
• Customer Focus
• Handling Difficult People
• Problem Solving
• Adaptability/Flexibility

To learn more about these competencies click here