Job Description

Position Overview

The Administrative Assistant provides administrative support to the division and may offer backup support to other administrative team members. This position involves a range of clerical, organizational, and communication tasks in a collaborative, professional environment.

Initial duration to 12/31/2025 with potential extension

Location: Downtown Milwaukee

Key Responsibilities

Administrative Support (60–80%)

• Prepare letters, reports, and memos from handwritten notes or dictation. Ensure correct formatting, grammar, and spelling. [Note: Removed “Dictaphone” as outdated; dictation covers all methods.]
• Outlook Calendaring
• Expense processing
• Create slides or materials for presentations as requested, ensuring confidentiality at all times.
• Draft simple correspondence and memos when requested.
• Respond to routine inquiries and gather information from established sources or systems.
• Compile data and assemble materials using defined and accessible resources.
• Schedule meetings for small groups, coordinating calendars, meeting rooms, and equipment as needed.
• Perform general office tasks such as copying (single or multi-page projects), filing, answering phones, and sorting mail.
• Respond to calls and routine questions professionally and accurately.
• Welcome and assist visitors and guests in a courteous, professional manner.
• Send and receive faxes and other communications as needed.
• Support phone coverage, and assist during team member absences (e.g., vacations or illness).
• Assist with special projects or other duties as assigned.

Office/Division Administration (20–40%)

• Enter administrative updates such as name, address, or phone changes, and communicate with Human Resources as needed.
• Maintain accurate attendance records (e.g., vacation, sick time, compensatory time); distribute pay statements.
• Update manuals and maintain general and confidential files for the department.
• Report facility needs (e.g., lighting, HVAC, furniture issues) to Building Services.
• Track and report important dates or meetings to department leadership.
• Initiate disbursement requests and register team members for seminars or training.
• Participate in special projects as needed.

Qualifications

• Minimum of 1 year of prior administrative experience, including accurate keyboarding skills of at least 35 words per minute.
• Proficiency in Microsoft Word (or similar word processing software) preferred.
• Strong attention to detail, including grammar, spelling, and proofreading accuracy.
• Ability to handle confidential materials with discretion.
• Demonstrated professionalism, tact, and effective communication skills in interacting with a variety of individuals.
• Proven ability to manage multiple priorities and meet deadlines.
• Ability to work independently with initiative and sound judgment.

Additional Notes

• This position requires professionalism, adaptability, and collaboration in a dynamic work environment.
• All qualified applicants are encouraged to apply. The organization values diversity, equity, and inclusion in the workplace.

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