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Administrative Assistant II (PT Specially-Funded)
Salary: $17.88 Hourly
Job Type: Specially - Funded (Part-Time)
Location: Milwaukee, WI
Division: Retention & Completion
This is a part-time (up to 19 hours per week), grant-funded position through November 29th, 2021.
Postion will begin as virtual (work from home), and may evolve into on-campus work.
Weekly schedule is flexible, as long as it works within the needs of the department.
Performs broad administrative and staff support duties of a highly responsible and confidential nature to assist in the administrative operations of the college. Has primary responsibility for coordinating an important department or unit function. Work requires comprehensive knowledge of departmental and college operations, policies and procedures, and the exercise of independent judgment, including discretion in the resolution of minor problems and details.
Handles moderately complex issues and problems, and refers more complex issues to higher-level staff. Receives and responds to correspondence. Receives and directs visitors, provides support in a variety of functions to an individual, team, department, or other group in an organization. Collects, reviews and analyzes data, and prepares reports, charts, budgets and other presentation materials. Responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. Additionally, has advanced word processing, spreadsheet and graphics software skills. Attains full proficiency in a specific area of discipline. Works under the close direction of senior personnel in the functional area.
Characteristic Duties and Responsibilities
- Perform administrative tasks to attract, retain, and progress students.
- Data entry, word processing, filing, composing routine correspondence, answering phones, scheduling meetings, maintaining records.
- Respond to correspondence; edit and proof read documents; maintain financial, personnel, gift and/or student records and databases, and update them as necessary.
- Track budget, compile and analyze information for reports or presentations. Prepare charts, graphs, or tables.
- Audit timecards for accuracy and completeness. Compose and send emails communicating timecard errors or other timecard issues to leadership.
- Prepare work orders, monitor expenditures and budgets; make travel arrangements, perform administrative services related to faculty and staff searches, student assignments, and conferences and meetings; answer questions about routine policies applicable to the department or office; and oversee the work performed by student employees.
- May direct the work performed other office support staff members or the work performed by student employees on a regular basis.
- Prepare and processes requisitions, standard forms, invoices and related documents according to the college procedures and guidelines.
- Prepare correspondence, memos, minutes, reports, agendas, and other complex, technical and or confidential documents captures by various methods.
- Gathers and/or provides factual information, maintains records, and interprets data requiring reference to a variety of sources; maintains complex statistical reports including designing formats for complex tables, charts and graphs; may conduct special studies to report recommendations as requested.
- Drafts forms, composes original correspondence and compiles factual reports which require exercise of judgment and knowledge of departmental and district procedures.
- Initiates, maintains and manages exchange of electronic data to record or verify a variety of complex or encoded data; receives and reviews input and output data; maintains and revises lists, control records and other source documents.
- Identifies, researches, analyzes and interprets data to generate reports.
- Answers telephones and directs calls to designated personnel. Responds to questions and inquiries by providing information of a technical nature, requiring knowledge of department operations and procedures; exercises discretion in determining the nature of information to be released; refers unusual inquiries to supervisor for handling.
- Responds both orally and in writing to questions relative to the application of district and departmental procedures.
- Operates personal computer and/or laptop, calculator, photocopying, fax machine and other office equipment.
- Receives, opens, prioritizes, distributes, and re-routes mail. May be responsible for creating reports and distributing on a regular schedule.
- Maintains and orders office supplies, equipment and materials needed for the department and capital equipment used by other college units.
- Frequent utilization of special job related skills or knowledge, e.g., ability to speak a foreign language; or familiarity with state and/or federal rules and compliance requirements as they relate to financial aid, student loans, grant applications, etc.
- Performs other related duties as required or assigned
Required Education: High School Diploma and one (1) year additional coursework in a postsecondary school.
Preferred Education: Associate degree.
Required Experience: Must have a minimum of two (2) year of office experience.
Preferred Experience: Four (4) years office experience.
Required License/Certification: None.
Preferred License/Certification: None.
- Ability to create and maintain a positive work environment.
- Ability to multi-task.
- Ability to handle change.
- Exceptional abilities for attention to detail.
- Experience working in a virtual environment (Zoom, Google Meet, etc)
- Cultivates innovation
- Optimizes work processes
- Ensures accountability
- Interpersonal savvy
- Communicates effectively
- Instills trust
- Customer focus
- Action oriented
- Values differences
- Thorough knowledge of business English, spelling, punctuation and composition.
- Thorough knowledge of modern business office practices, procedures and skill in their applications.
- Knowledge of and proficiency in the use of a personal computer, computer applications and software such as Word, Excel, Electronic Mail, etc.
- Ability to keep complex records, to assemble and organize data, and prepare reports from such records.
- Ability to compose a wide variety of correspondence without specific instructions.
- Ability to take and transcribe dictation accurately.
- Ability to establish and maintain effective working relationships with all levels of other staff, employees, students and the general public.
- Ability to maintain confidential information and communicate effectively about sensitive issues through both oral and written means.
- Ability to work under stress and pressure.
To apply, visit https://www.governmentjobs.com/careers/matc/jobs/3075898/administrative-assistant-ii-pt-specially-funded
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