Administrative Coordinator

City of South Milwaukee; South Milwaukee (WI); On-site; USD 30,000 - 44,000; Full time

Benefits offered by this job

Vacation time

Sick leave

Holiday pay

Job summary

The City of South Milwaukee is seeking an Administrative Coordinator to support the City Administrator and management team. This role will perform high-level administrative tasks, manage daily operations, and provide professional assistance to city departments.

Responsibilities include coordinating IT functions with consultants, handling correspondence, preparing reports, and assisting with elections. The ideal candidate has strong communication, organization, and problem-solving skills, and can

Qualifications

• High School Diploma or GED required or equivalent.
• Two years of office experience preferred.
• Ability to communicate effectively in English both verbally and in writing.
• Strong computer skills including Microsoft Office, email, and internet.

Responsibilities

• Assists the City Administrator in day-to-day operations of city government.
• Manages and oversees computer network and coordinates related purchases and projects.
• Assists with administration of the city website, social media, and service request software.
• Prepares correspondence, reports, and presentation materials.

Skills

Communication

Microsoft Office

Verbal & Written Communication

Education

High School Diploma or GED

Job description

Position Summary

Under the direction of the City Administrator, performs a variety of professional and technical administrative activities, providing professional assistance and support for administrative functions and assisting with daily operations. This role requires a high level of administrative expertise and discretion, and strong interpersonal, project management, and critical thinking skills.

Job Description

• High-level administrative support role
• Full-time, hourly
• Reports to City Administrator

Hours

7:30 a.m. – 4:00 p.m. (generally); 40 hours per week (generally); additional time as the job dictates.

Duties/Responsibilities

Essential Duties And Responsibilities

• Assists the City Administrator in all day-to-day operations of the city government.
• Manages and oversees computer network, including maintenance and trouble-shooting; coordinates the activities of the city’s computer network consultant; oversees related purchases and projects.
• Assists with administration of the city website, social media, and service request software.
• Receives information requiring considerable judgment or discretion regarding city business.
• Determines priority of and routes correspondence; independently composes and prepares correspondence.
• Researches products and services and makes recommendations; works with various consultants, vendors, and brokers regarding various purchases and services agreements.
• Researches and collects information from other governmental units or from reference materials.
• Composes communications, reports, forms, presentational materials, and such other materials as assigned.
• Operates all office equipment as needed.
• Uses computer with word processing, databases and spreadsheet.
• Acts as recording secretary for meetings as requested.
• Assists inspection and engineering offices when requested.
• Assists the City Clerk’s Office in the administration of elections.
• Performs other related duties consistent with the function of the classification; other duties as assigned.
• Maintains prompt, predictable, and regular physical attendance.

Other

DESIRED MINIMUM QUALIFICATIONS:

Education And Experience

• High School Diploma or GED;
• Two (2) years of increasingly responsible office related experience preferred;
• A combination of education and experience that can be demonstrated to result in the possession of the knowledge, skills, and abilities necessary to perform the duties of this position may also be considered.

Necessary Knowledge, Skills And Abilities

• Ability to effectively communicate, verbally and in writing, speaking English fluently and using proper grammar, punctuation, and spelling.
• Computer skills including proficiency with Microsoft Office software, email, and internet.
• Ability to exercise tact, discretion, and problem-solving skills.
• Knowledge of office methods and procedures, mathematics, office equipment and filing systems.
• Knowledge of record keeping principles.
• Ability to follow verbal and written instructions.
• Ability to work independently and with strong attention to detail.
• Ability to use excellent interpersonal skills to establish and maintain effective working relationships with all levels of city employees, Common Council, other government officials, members of other agencies, and the public.
• Ability to provide truthful and accurate written and verbal communications.

Additional Information

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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hand-eye coordination is necessary to operate various pieces of office equipment. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, stoop, kneel, crouch and crawl; climb, balance, bend, twist and reach; feel, talk, smell, and hear (normal range in normal office environment, corrected or uncorrected); lift, carry, push or pull up to 25 pounds. Specific vision abilities required by this job include vision and the 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. Work is performed in an office setting. The noise level in the work environment is usually quiet to moderate, and occasionally loud.

Selection Guidelines

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. All applicants may be required to submit to medical examination prior to appointment, consistent with the requirements of the position. Background check of local, state or federal authorities will be conducted for all applicants. Applicants must be legally authorized to work in the United States. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Residency

The residency requirement for all non-emergency city employees shall be as permitted by Wis. Stat. Sec. 66.0502.

Salary And Benefits

As outlined in the annual Salary Ordinance. The City of South Milwaukee is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the city will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Minority applicants and Military Veterans are encouraged to apply.

Benefits for this position include vacation time, sick leave, and holiday pay.

01

Based on the job classification/ job description, do you believe that you are able to perform the essential functions of this position with or without a reasonable accommodation?

• Yes
• No

02

What is the highest level of education that you have attained?

• Less than High School
• High School Diploma or GED
• Some College
• Associate Degree
• Bachelor Degree
• Masters Degree

03

The Administrative Coordinator collaborates with the City Administrator and other members of management to develop project work, external communications, and more. Please tell us about your experience related to this.

04

This position is responsible for providing customer service to coworkers and the public. Please describe your experience providing customer service.

05

This position will contribute to the City's website, social media pages, and other digital platforms. Please describe your experience or training in this regard.

06

With what software programs and office equipment are you proficient ?

07

The Administrative Coordinator will be the staff liaison to IT. Please tell us about any experience you have related to this.

08

Have you ever been dismissed or asked to resign from any position you held? If yes, please describe the circumstances.

09

Do you understand that part of the pre-employment process will include a drug and/or controlled substance screening?

• Yes
• No

10

What makes you an ideal candidate for this position?

• Required Question