Administrative Services Coordinator

City of Milwaukee; Milwaukee (WI); On-site; USD 64,264 - 81,162; Full time

Job summary

The City of Milwaukee is seeking an Administrative Services Coordinator to support the Municipal Port Director. This role involves high-level administrative duties, including scheduling, correspondence, and records management.

The ideal candidate should have an associate degree in administrative support and experience in a similar role. The position offers an annual salary range of $64,264-$81,162, with opportunities for Milwaukee residents receiving an incentive salary.

Qualifications

• Two years of administrative experience in an office setting.
• Ability to travel independently throughout Milwaukee.
• Must obtain Notary Public credential within six months.

Responsibilities

• Provide high-level administrative support to the Municipal Port Director.
• Schedule meetings and manage the calendar for the Port Director.
• Prepare reports, correspondence and record official minutes.

Skills

Microsoft Office Suite

Customer service

Data entry

Meeting coordination

Education

Associate degree in administrative support or related field

Job description

The Administrative Services Coordinator serves as the confidential assistant to the Municipal Port Director and as the Assistant Secretary to the Board of Harbor Commissioners (BHC), in addition to providing high-level administrative and project support to other Port Milwaukee sections.

Essential Functions

• Serve as the confidential assistant to the Director.
• Perform research, conduct data entry and prepare reports, forms, and other correspondence.
• Interface with the Port tenants, other City departments and the public on behalf of the Director.
• Handle sensitive Port commercial information on behalf of the Director.
• Manage the calendar and scheduling for the Director, Port employee leaves and conference rooms at the Port Administration building.
• Support meetings with set up, supplies and hospitality.
• Record and prepare official minutes and correspondence on behalf of the Board.
• Serve as the legal custodian of files and records, including executed contracts, leases and legal documents.
• Schedule meetings and appointments on behalf of the Board.
• Contact parties to appear before the BHC and coordinate information.
• Prepare public notices.

General Administrative Support

• Facilitate Port permitting and registration processes.
• Screen telephone calls and public visitors, resolving routing and complex Port inquiries.
• Maintain Port contacts, including maintenance of a database of internal and external communication.
• Provide customer service to residents, customers and partners visiting or contacting the Port.
• Coordinate and schedule meetings and manage conference rooms; coordinate travel arrangements.
• Serve as the Port’s Records Retention and Open Records Coordinator.
• Serve as the Port’s backup Payroll Clerk, including managing, processing and approving employee time.
• Prepare agendas, take minutes and complete summaries for Port Division meetings and presentations.
• Supports the Port’s responsibilities within the Wisconsin Commercial Ports Association (WCPA).
• Serve as a mail courier.
• Order office supplies and maintain the quantity and organization of inventory.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

Conditions of Employment

The Administrative Services Coordinator must be willing and able to:

• Occasionally work variable and extended hours to meet the City’s needs.
• File a statement of economic interests in accordance with the Milwaukee Code of Ordinances Chapter 303-Code of Ethics.
• Associate degree in administrative support, business administration, business management or a closely related field from an accredited college or university.
• Two years of progressively responsible administrative experience working in an office setting, including performing tasks such as serving as a confidential executive assistant, managing calendars and preparing for meetings, coordinating travel arrangements, handling internal and external communications, tracking data, and maintaining physical and electronic files.
• Ability to travel independently throughout the City of Milwaukee by public transportation, walking, bicycling, ridesharing, or driving at time of appointment and throughout employment.
• Notary Public credential, issued by the State of Wisconsin, within six months of appointment.

Equivalent combinations of education and experience may be considered.

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

Desirable Qualifications

• Experience performing duties required to coordinate Board and/or Commission activities, such as scheduling and recording meetings, reporting via meeting minutes, posting public notice requirements, and other record-keeping and coordination functions.

Knowledge, Skills, Abilities & Other Characteristics

Technical

• Knowledge of administrative support methods, systems, and terminology.
• Knowledge of customer service best practices and the ability to incorporate them into operations.
• Ability to read and understand work-related documents, such as policies and procedures.
• Proficiency using Microsoft Office Suite, specifically Outlook, Word, Excel, PowerPoint, SharePoint and Teams.
• Ability to learn specialized computer applications to query databases and perform other job-related transactions, including e-Notify, CityWatch and Legistar.
• Ability to produce and format letters and labels with mail merge.
• Ability to learn and apply public meeting requirements and rules.
• Ability to perform accurate data entry.
• Ability to plan, coordinate, and organize meetings.
• Ability to perform basic mathematical calculations related to purchasing and reconciling petty cash.

Communication and Interpersonal

• Written communication skills to prepare clear and accurate correspondence and documents.
• Knowledge of English writing mechanics and the ability to proofread documents and reports.
• Verbal communication skills to convey information clearly and effectively to customers and coworkers.
• Ability to display empathy and tact.
• Ability to serve the public and represent the department positively.
• Ability to work independently and as part of a team.
• Ability to work effectively with Port and other City staff, elected officials, political appointees, executive leaders, managers, and the public.
• Teamwork skills and the ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.
• Ability to remain composed during stressful situations.
• Ability to follow instructions given by supervisors.

Judgment and Professionalism

• Ability to organize and complete work assignments promptly.
• Ability to accurately maintain numerical and alphabetical filing systems.
• Ability to coordinate meetings and manage calendars for supervisors and staff.
• Ability to show initiative and continually improve processes.
• Ability to handle sensitive information carefully.
• Ability to handle multiple priorities and to work within tight time constraints.
• Honesty, integrity, and the ability to maintain confidentiality.
• Ability to serve as an effective and efficient steward of City resources.

The current salary range (Pay Range 5KN) is $64,264-$81,162 annually, and the current resident incentive salary range for City of Milwaukee residents is $66,835-$84,408 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.