Administrative Assistant II, Community Education (Part-Time)

Characteristic Duties and Responsibilities

• Perform administrative tasks to attract, retain, and progress students.
• Data entry, word processing, filing, composing routine correspondence, greeting and helping visitors and directing them to appropriate person if necessary, answering phones, making appointments, maintaining records, ordering supplies and equipment repairs.
• Respond to correspondence; edit and proof-read documents; maintain financial, personnel, gift and/or student records and databases, and update them as necessary.
• Track budget, compile and analyze information for reports or presentations. Prepare charts, graphs, or tables.
• Audit timecards for accuracy and completeness. Compose and send emails communicating timecard errors or other timecard issues to leadership.
• Prepare work orders, monitor expenditures and budgets; make travel arrangements, perform administrative services related to faculty and staff searches, student assignments, and conferences and meetings; answer questions about routine policies applicable to the department or office; and oversee the work performed by student employees.
• May direct the work performed other office support staff members or the work performed by student employees on a regular basis.
• Prepare and processes requisitions, standard forms, invoices and related documents according to the college procedures and guidelines.
• Prepare correspondence, memos, minutes, reports, agendas, and other complex, technical and or confidential documents captures by various methods.
• Gathers and/or provides factual information, maintains records, and interprets data requiring reference to a variety of sources; maintains complex statistical reports including designing formats for complex tables, charts and graphs; may conduct special studies to report recommendations as requested.
• Drafts forms, composes original correspondence and compiles factual reports which require exercise of judgment and knowledge of departmental and district procedures.
• Initiates, maintains and manages exchange of electronic data to record or verify a variety of complex or encoded data; receives and reviews input and output data; maintains and revises lists, control records and other source documents.
• Identifies, researches, analyzes and interprets data to generate reports.
• Answers telephones and directs calls to designated personnel. Responds to questions and inquiries by providing information of a technical nature, requiring knowledge of department operations and procedures; exercises discretion in determining the nature of information to be released; refers unusual inquiries to supervisor for handling.
• Responds both orally and in writing to questions relative to the application of district and departmental procedures.
• Operates personal computer and/or laptop, calculator, photocopying, fax machine and other office equipment.
• Receives, opens, prioritizes, distributes, and re-routes mail. May be responsible for creating reports and distributing on a regular schedule.
• Maintains and orders office supplies, equipment and materials needed for the department and capital equipment used by other college units.
• Frequent utilization of special job-related skills or knowledge, e.g., ability to speak a foreign language; or familiarity with state and/or federal rules and compliance requirements as they relate to financial aid, student loans, grant applications, etc.
• Performs other related duties as required or assigned.

Qualifications

MINIMUM REQUIRED QUALIFICATIONS

Education/Experience:  Must meet all three minimums listed below.

• High School Diploma and at least one (1) year additional coursework in a postsecondary school

• A minimum of two (2) years of office experience

Preferred Education and Experience:

• Associate degree and four (4) years office experience

• Bilingual Spanish/English Fluency (able to read, write, and speak in both languages). This skill will be tested.

Specialty Skills:

• Ability to create and maintain a positive work environment.
• Ability to multi-task.
• Ability to handle change.
• Exceptional abilities for attention to detail.  

Knowledge, Skills & Abilities

• Thorough knowledge of business English, spelling, punctuation and composition.
• Thorough knowledge of modern business office practices, procedures and skill in their applications.       
• Knowledge of and proficiency in the use of a personal computer, computer applications and software such as Word, Excel, Electronic Mail, etc.       
• Ability to keep complex records, to assemble and organize data, and prepare reports from such records.      
• Ability to compose a wide variety of correspondence without specific instructions.       
• Ability to take and transcribe dictation accurately.       
• Ability to establish and maintain effective working relationships with all levels of other staff, employees, students and the general public.       
• Ability to maintain confidential information and communicate effectively about sensitive issues through both oral and written means.
• Ability to work under stress and pressure.

Supplemental Information

Start Date:  This position supports the Community Education Division and is available to start in January 2025.

Hours:  Up to 19 hours weekly, in-person, primarily based out of the Milwaukee Downtown location. Hours are during the day, M-F.

Salary:  Salary listed is to the midpoint of the salary range and based on the 2024/2025 rates and are determined by years of experience credit and internal salary equity.

Application Instructions:  Candidates (both internal and external) must complete the employment application in its entirety for further consideration. Salary determination will be based on years of credited experience that is listed on the job application only so please include your complete work history. This position requires post-secondary coursework; 

along with your completed application please upload your unofficial transcripts to validate this minimum requirement.

Interviews:  Selected qualified candidates will be invited to virtually interview for this position within a couple of weeks after position closes.