Administrative Assistant - Milwaukee County (WI) : Job Details

Interested in joining Milwaukee County? Milwaukee County is searching for authentic people who are out to change the game and bring their whole selves to work every day.

Milwaukee County oversees operations from our Airport, Behavioral Health, Child Support Enforcement, Combined Court Operations, Sheriffs Department, Community Reintegration Center, Human Services, Parks, Public Safety, Public Works, Fleet Operations, Transportation, and at the Zoo. Our departments are also dedicated to our Seniors in the Department on Aging, those with Disabilities, and Veterans Affairs. Our employees also remain committed to serve the cultural, human, recreational and social needs of the entire community.

Milwaukee County offers a wide variety of interesting jobs for people who want to make a difference in our community. Milwaukee County provides a competitive benefit package and is an Equal Opportunity Employer. If disability related accommodations are needed, please contact 414-###-####.

We are searching for Changemakers to come and join our team and discover our diverse and versatile community of independent spirits and unique talents, we are redefining the way you think about Milwaukee County!

Closing Date: 10/22/2024 or upon receipt of the first 50 application submissions

Administrative Assistant

DAS - Facilities Management

Full-time, hourly

Hourly Rate: $19.49 - $29.24

Job Summary: Responsible to coordinate administrative and purchasing support along with accurate data analysis and transcription, to ensure an efficient and smooth workflow for Facilities Management Operations and Trades department. The major objective of the position is to requisition and process accurate timely payments to vendors for all purchase requests and T&M Service Contracts. This position exists to ensure that all FM department purchasing documents and contracts meet the Milwaukee County purchasing and record keeping requirements and to provide administrative support for the FM department.

Job Duties:

* Purchasing Coordination - To secure required documentation, verifies account coding for purchasing documents and T&M Service Contract requests; accurately enter, modify, and receive requests in Infor financial systems; work with vendors for resolution on disputes; verify invoices for contract compliance.

* Data Analysis & Transcription - To maintain spreadsheets for parking records, enter and maintain updated policy & procedures using policy management software. Provide communications to all departments and locations regarding any facility related notices.

* Administrative Support - To provide professional customer service, assist with resolution on any service issues, schedule interviews, assist with key/parking requests for multiple locations from tenants, maintain purchasing records file system, assist/monitor DocuSign requests, order office supplies; special administrative projects as needed; website updates; back up coverage for front desk.

* Work Order Request System - To create and assign service requests to appropriate trade; dispatch urgent work order requests as needed for multiple locations (16 buildings); create preventative work order requests, understand, and have ability to speak to workflow of Cityworks request system.

Minimum Qualifications:

* High School diploma or GED/equivalent required.

* At least three (3) total years of work experience in a high-level clerical or administrative setting, accounting and/or data processing.

* Intermediate knowledge of all related computer and software applications, such as word processing and spreadsheets.

Preferred Qualifications:

* Completion of Administrative or Accounting Course Desirable.

* Intermediate knowledge of Infor and Cityworks Desirable.

* Intermediate knowledge of Titan Web Content and DocuSign Desirable.

Knowledge, Skills, and Abilities: Knowledge of modern office procedures, methods, equipment, and practices; knowledge of computer systems, and accounting; skill in using text processing, database and spreadsheet programs to produce newsletters; problem solving skills; oral and written communication skills; organizational skills; ability to work independently; ability to maintain confidential records; and ability to work effectively and harmoniously with management, staff, and the public. Demonstrate advanced technology skills that can develop reports and analyses of various departmental functions. Examples could include developing and formatting reports in Microsoft Office Suite

DAS (Department of Administrative Services) Equity Statement: Milwaukee County Department of Administrative Services is committed to attracting and retaining a diverse work force that is demographically and racially representative of Milwaukee County residents. DAS leadership is committed to honoring diverse experiences, perspectives, and unique identities, while fostering work environments that are inclusive, equitable, and welcoming.

NOTE: This ORIGINAL APPLICATION is open to qualified residents of the State of Wisconsin at the time of application. Candidates need to submit a full account of their training and experience (i.e., by submitting an up-to-date resume or by fully completing the application) during the application process and may also be asked to take additional written or performance tests as part of the selection process.

APPLICANTS MUST POSSESS MINIMUM QUALIFICATIONS AT TIME OF FILING APPLICATION

Milwaukee County is committed to fostering an equitable working environment, free from discrimination and harassment, on the basis of any characteristic protected by law. We prohibit any form of discrimination, harassment based on race, color, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, pregnancy related condition, national origin, age, disability, FMLA status, sexual orientation, military status, marital status, or any other category or status that is now or in the future protected by federal, state, and local law. We maintain a drug-free workplace and perform pre-employment substance abuse testing, background checks and pre-employment physicals subject to job requirements. If special accommodations are needed, please contact 414-###-####.

Other details

* Job Family Business Support

* Job Function 6 Administrative Support

* Pay Type Hourly

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* Milwaukee, WI, USA