Administrative Assistant

Children's Wisconsin; Milwaukee (WI); On-site; USD 38,000 - 52,000; Full time

Job summary

Children's Wisconsin is seeking an experienced administrative professional to provide high-level confidential support to the Director(s) they report to. The role requires discretion, strong organizational skills, and the ability to handle complex office tasks with tact.

Responsibilities include greeting guests, answering and routing calls, drafting reports, coordinating meetings, managing mail and supplies, maintaining records and budgets, and supporting accounts payable activities.

Qualifications

• 1+ years specialized training or experience in administrative support or equivalent related work experience required or relevant education.
• Proficiency with MS Office applications (Word, Excel, Outlook, PowerPoint).
• Excellent customer service and interpersonal skills; ability to maintain confidentiality.

Responsibilities

• Greet guests and refer inquiries to appropriate staff.
• Answer and route department phone calls and relay messages.
• Draft, transcribe, and proofread reports, letters, and memos.
• Coordinate meetings and events, including invites, materials, and AV needs.
• Sort, open, and distribute departmental mail.
• Manage ordering and inventory of office supplies and periodicals.
• Maintain records and online storage; track meeting minutes, documents, and costs.
• Coordinate accounts payable tasks to correctly code invoices and assign costs.
• Review department policies and procedures.

Skills

MS Office

Discretion

Organizational skills

Customer service

Interpersonal skills

Education

High School Diploma or GED

Tools

MS Office

Job description

Job Summary

Provides high level confidential administrative and special project support to the Director(s) to whom they report. Uses judgment and discretion to solve a variety of complex office related situations. Interacts with staff at all levels and remains flexible and efficient.

Essential Functions

• Receives and greets all guests and visitors, determines nature of their business, and refers them to the appropriate staff member/department. Answers routine questions relative to general department functions. Refers questions requiring more detailed response to appropriate department personnel.
• Answers phone calls to department’s main lines and responds to general inquiries. Also provides back-up coverage for other phone lines within the department. Records and relays messages to appropriate personnel, appraising individuals of calls requiring immediate attention.
• Drafts/transcribes/types specialized and confidential reports, letters, memos, and other correspondence and proof-reads same for proper format, grammar, and spelling.
• Coordinates meeting and special event requests [invitees, materials, location, audiovisual] ensuring appropriate stakeholders and key individuals are available to make meetings.
• Sorts, opens, and distributes departmental mail.
• Manages the ordering and inventory of office supplies, consumable products and periodicals.
• Maintains records and online storage. Maintains historical documentation including meeting minutes, documents, statistical data, budgets and actual costs.
• Performs Account Payable departmental function coordination ensuring invoices are properly coded, processed and assigned to correct cost center and subaccounts in the allotted timeframe.
• Coordinates the review of department policies and procedures.

Education

• High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) required

Experience

• 1+ years specialized training or experience in administrative support or equivalent related work experience required or relevant education

Knowledge, Skills and Abilities

• Demonstrated computer skills utilizing MS Office Applications – Windows, Word, Powerpoint, Outlook, and Excel.
• Good judgment and organizational ability to prioritize and organize work load to meet daily demands as well as respond to urgent situations.
• Requires excellent customer service and interpersonal skills in order to greet and assist guests and respond to their needs in a professional, pleasant and efficient manner.
• Ability to maintain a high level of confidentiality when exposed to matters pertaining to a wide variety of organizational issues.

We offer a wide variety of rewarding career opportunities and are seeking individuals dedicated to helping us achieve our vision of the healthiest kids in the country. If you want to work for an organization that makes a difference for children and families, and encourages you to be at your best every day.

At Children’s Wisconsin, we believe kids deserve the best.

Every child deserves a safe and loving home. When parents are unable to provide this on their own, intervention is needed to ensure these children are free of abuse and neglect.

We provide child well-being services to help children live in a safe and nurturing environment. We provide services to parents needing education and guidance to improve their parenting skills so their children can remain with them. We also provide services to children who are placed with foster families until they can return home or become part of an adoptive family.

Our experienced professionals provide the following services to families in Milwaukee County and at locations throughout Wisconsin.

• Foster Care
• Treatment Foster Care
• Adoption
• Respite Care
• Child Advocacy Centers
• Family Case Management
• Family Finding

This is a full-time position, ideally M-F 9-5:30pm with some flexibility with start and end times.

This role is located at our 76th Street Clinic which is at 620 S 76th St #240, Milwaukee, WI 53214.

Children's Wisconsin is an equal opportunity / affirmative action employer. We are committed to creating a diverse and inclusive environment for all employees. We treat everyone with dignity, respect, and fairness. We do not discriminate against any person on the basis of race, color, religion, sex, gender, gender identity and/or expression, sexual orientation, national origin, age, disability, veteran status, or any other status or condition protected by the law.