Administrative Coordinator

Boys & Girls Clubs of America; Milwaukee (WI); On-site; USD 35,000 - 45,000; Full time

Job summary

A leading organization in community services is hiring for an administrative support role in Milwaukee. The position involves data entry, invoice preparation, and supervising support staff while requiring strong clerical, customer service, and communication skills. A high school diploma and relevant experience are essential.

Qualifications

• 2-3 years of experience with data systems and customer service.
• Computer literacy essential.
• Must have a valid WI driver’s license.

Responsibilities

• Completes data entry and ensures proper receipts for Club income.
• Prepare and submit invoices for payment.
• Maintains up-to-date mailing lists for the Advisory Council.

Skills

Customer service

Clerical skills

Computer literacy

Oral communication

Written communication

Education

High School Diploma or equivalent

Tools

Excel

Word

PowerPoint

Job description

Job Summary:
Responsible for the area administrative support, which includes the purpose requisitions, billing processes, and bulk ordering. Duties at the Club include clerical work, record keeping, and supervising support staff.

Responsibilities:

(Level 1)

• Completes data entry for Membership & Wisconsin Shares.
• Ensures proper receipt of all Club income, maintains adequate supply of receipts.
• Prepares and submits invoices for payment.
• Operates and maintains office equipment and orders supplies.
• Primary liaison for Wisconsin Shares.
• In absence of and under the direction of the Club Manager is responsible for staff, members, building and operational duties.
• Must participate in required trainings by the Club, County, State, and/or funders.

(Level 2) In addition to Level 1:

• Responsible for the payroll/timekeeping reconciliation; including time off requests and allocates and documents staff hours to specific grants.
• Deliver and implement timely site reports.
• Maintains supply of purchase requisitions and request forms to staff; keeps ledger of staff expenditures.
• Prepare financial deposits, ensures proper receipt of all Club Income; maintains adequate supply of receipts and monitors petty cash.
• Responsible for administrative support for W2 updates, Registry, and Camp.
• Maintain Club files including but not limited to personnel and budgetary.
• Maintains up-to-date mailing lists for the Advisory Council, as well as other community group, schedules meetings, prepares the room and sends out meeting notices.

Education Skills & Experience:
Level 1 Pay grade 5

• High School Diploma or equivalent.
• Two to three years of experience with data systems, a high level of knowledge, customer service and clerical skills.
• Computer literacy essential in Excel, Word, and PowerPoint.
• Basic math, reading, and writing proficiency.
• Good oral and written communication skills.
• Must have a valid WI driver’s license, good driving record, and meets state required automobile insurance minimums.

Level 2 Pay Grade 6 In addition to Level 1

• One year of supervisory experience.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to touch, handle, or feel. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.