Administrative Services Coordinator
Job Location:
Milwaukee, WI - USA
Yearly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
The City of Milwaukee is proud to employ a diverse workforcededicated to delivering exceptional service to its residents. If you arepassionate about being part of an inclusive team of public servants pleaseconsider the following opportunity.
Municipal Port Director Assistant
- Serve as the confidential assistant to the Director.
- Perform research conduct data entry and prepare reports forms and other correspondence.
- Interface with the Port tenants other City departments and the public on behalf of the Director.
- Handle sensitive Port commercial information on behalf of the Director.
- Manage the calendar and scheduling for the Director Port employee leaves and conference rooms at the Port Administration building.
- Support meetings with set up supplies and hospitality.
BHC Assistant Secretary
- Record and prepare official minutes and correspondence on behalf of the Board.
- Serve as the legal custodian of files and records including executed contracts leases and legal documents.
- Schedule meetings and appointments on behalf of the Board.
- Contact parties to appear before the BHC and coordinate information.
- Prepare public notices.
General Administrative Support
- Facilitate Port permitting and registration processes.
- Screen telephone calls and public visitors resolving routing and complex Port inquiries.
- Maintain Port contacts including maintenance of a database of internal and external communication.
- Provide customer service to residents customers and partners visiting or contacting the Port.
- Coordinate and schedule meetings and manage conference rooms; coordinate travel arrangements.
- Serve as the Ports Records Retention and Open Records Coordinator.
- Serve as the Ports backup Payroll Clerk including managing processing and approving employee time.
- Prepare agendas take minutes and complete summaries for Port Division meetings and presentations.
- Supports the Ports responsibilities within the Wisconsin Commercial Ports Association (WCPA).
- Serve as a mail courier.
- Order office supplies and maintain the quantity and organization of inventory.
We welcome qualified individuals with disabilities who areinterested in employment and will make reasonable accommodations during thehiring process in accordance with the Americans with Disabilities Act (ADA) of1990 as amended by the Americans with Disabilities Act Amendments Act (ADAAA)of 2008.
The Administrative Services Coordinator must be willing andable to:
- Occasionally work variable and extended hours to meet the Citys needs.
- File a statement of economic interests in accordance with the Milwaukee Code of Ordinances Chapter 303-Code of Ethics.
- Associate degree in administrative support business administration business management or a closely related field from an accredited college or university.
- Two years of progressively responsible administrative experience working in an office setting including performing tasks such as serving as a confidential executive assistant managing calendars and preparing for meetings coordinating travel arrangements handling internal and external communications tracking data and maintaining physical and electronic files.
- Ability to travel independently throughout the City of Milwaukee by public transportation walking bicycling ridesharing or driving at time of appointment and throughout employment.
- Notary Public credential issued by the State of Wisconsin within six months of appointment.
Equivalent combinations of education and experience may beconsidered.
NOTICE:Please do not attach your academic transcriptsto your employment application. The hiring department will verify candidateseducation as part of the background screening process prior to extending anyjob offers.
- Experience performing duties required to coordinate Board and/or Commission activities such as scheduling and recording meetings reporting via meeting minutes posting public notice requirements and other record-keeping and coordination functions.
Technical
- Knowledge of administrative support methods systems and terminology.
- Knowledge of customer service best practices and the ability to incorporate them into operations.
- Ability to read and understand work-related documents such as policies and procedures.
- Proficiency using Microsoft Office Suite specifically Outlook Word Excel PowerPoint SharePoint and Teams.
- Ability to learn specialized computer applications to query databases and perform other job-related transactions including e-Notify CityWatch and Legistar.
- Ability to produce and format letters and labels with mail merge.
- Ability to learn and apply public meeting requirements and rules.
- Ability to perform accurate data entry.
- Ability to plan coordinate and organize meetings.
- Ability to perform basic mathematical calculations related to purchasing and reconciling petty cash.
Communication and Interpersonal
- Written communication skills to prepare clear and accurate correspondence and documents.
- Knowledge of English writing mechanics and the ability to proofread documents and reports.
- Verbal communication skills to convey information clearly and effectively to customers and coworkers.
- Ability to display empathy and tact.
- Ability to serve the public and represent the department positively.
- Ability to work independently and as part of a team.
- Ability to work effectively with Port and other City staff elected officials political appointees executive leaders managers and the public.
- Teamwork skills and the ability to work cooperatively and fairly with people whose backgrounds may differ from ones own.
- Ability to remain composed during stressful situations.
- Ability to follow instructions given by supervisors.
Judgment and Professionalism
- Ability to organize and complete work assignments promptly.
- Ability to accurately maintain numerical and alphabetical filing systems.
- Ability to coordinate meetings and manage calendars for supervisors and staff.
- Ability to show initiative and continually improve processes.
- Ability to handle sensitive information carefully.
- Ability to handle multiple priorities and to work within tight time constraints.
- Attention to detail to ensure accurate documentation.
- Honesty integrity and the ability to maintain confidentiality.
- Ability to serve as an effective and efficient steward of City resources.
The current salary range (Pay Range 5KN) is$64264-$81162annuallyand the current resident incentive salary range for City of Milwaukee residentsis$66835-$84408 annually. Appointment above the minimum is possiblebased upon level of experience and other qualifications and is subject toapproval.
BENEFITS:
The City of Milwaukee provides a comprehensive benefitprogram which includes the following:
- Wisconsin Retirement Systems (WRS) Defined Benefit Pension Plan
- 457 Deferred Compensation Plan
- Health and Dental Insurance
- Paid Parental Leave
- Comprehensive Wellness Program
- Onsite Clinic Services
- OnsiteEmployee Assistance Program
- Alternative Work Schedules
- Long Term Disability Insurance
- Group Life Insurance
- Tuition Benefits
- Paid Vacation
- 12 Paid Holidays
- Paid Sick Leave and other paid leaves
- Flexible Spending Arrangement
- Commuter Value Pass
Required Experience:
IC
