Administrative Assistant II
Administrative Assistant II
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
Description
Milwaukee Area Technical College (MATC) is Wisconsins largest and most diverse technical college offering 170 highquality programs that connect students to a career in as little as one to two years. The college also offers a less expensive path to a fouryear degree. MATC is transforming lives industry and our community by preparing students today for the careers of tomorrow. Together we are meeting the needs of the community we share and are focused on students with the greatest needs. We are seeking passionate individuals to join our team who shares the same passion in serving this purpose. Learn more about MATC at.
Performs broad administrative and staff support duties of a highly responsible and confidential nature to assist in the administrative operations of the college. Has primary responsibility for coordinating an important department or unit function. Work requires comprehensive knowledge of departmental and college operations policies and procedures and the exercise of independent judgment including discretion in the resolution of minor problems and details.
Handles moderately complex issues and problems and refers more complex issues to higherlevel staff. Receives and responds to correspondence. Receives and directs visitors provides support in a variety of functions to an individual team department or other group in an organization. Collects reviews and analyzes data and prepares reports charts budgets and other presentation materials. Responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Schedules and coordinates meetings travel and other group activities. Additionally has advanced word processing spreadsheet and graphics software skills. Attains full proficiency in a specific area of discipline. Works under the close direction of senior personnel in the functional area.
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 personnel if necessary answering phones making appointments maintaining records and ordering supplies and equipment repairs.
Respond to correspondence and maintain records:Edit and proofread documents; maintain financial personnel gift and/or student records and databases and update them as necessary.
Track budgets and prepare reports:Compile and analyze information for reports or presentations. Prepare charts graphs or tables.
Audit timecards for accuracy:Compose and send emails communicating timecard errors or other issues to leadership.
Support administrative tasks:Prepare work orders monitor expenditures and budgets; make travel arrangements; perform administrative services related to faculty and staff searches student assignments conferences and meetings; answer questions about routine policies applicable to the department or office; and oversee the work performed by student employees.
Supervise office support staff:May direct the work performed by other office support staff members or by student employees on a regular basis.
Prepare and process documents:Prepare and process requisitions standard forms invoices and related documents according to college procedures and guidelines.
Draft complex or confidential documents:Prepare correspondence memos minutes reports agendas and other complex or technical documents captured by various methods.
Manage and interpret data:Gather and provide factual information maintain records and interpret data requiring reference to various sources; maintain complex statistical reports including designing formats for complex tables charts and graphs; conduct special studies to report recommendations as requested.
Compose original correspondence and reports:Draft forms compose original correspondence and compile factual reports that require judgment and knowledge of departmental and district procedures.
Handle electronic data and records:Initiate maintain and manage the exchange of electronic data to record or verify complex or encoded information; review and revise lists control records and other source documents.
Research and generate reports:Identify research analyze and interpret data to generate reports.
Respond to inquiries and direct calls:Answer telephones and direct calls to designated personnel. Respond to questions and inquiries by providing technical information requiring knowledge of department operations and procedures. Exercise discretion in determining the information to be released and refer unusual inquiries to a supervisor.
Communicate policies and procedures:Respond both orally and in writing to questions relative to the application of district and departmental procedures.
Operate office equipment:Operate personal computers laptops calculators photocopying machines fax machines and other office equipment.
Manage mail and supply orders:Receive open prioritize distribute and reroute mail. Create and distribute reports on a regular schedule. Maintain and order office supplies equipment and materials for the department and capital equipment used by other college units.
Utilize specialized skills or knowledge:Frequently utilize special jobrelated skills or knowledge such as fluency in a foreign language or familiarity with state and/or federal compliance requirements related to financial aid student loans grant applications etc.
Other duties:Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectivesQualifications
Required Education & Experience :High School Diploma and one (1) year of postsecondary coursework. Two (2) years of office experience
CompetenciesCultivates innovation Optimizes work processes Ensures accountability Collaborates Communicates effectively Instills trust Customer focus Actionoriented Values differences Selfdevelopment Compassion Interpersonal savvy
Knowledge Skills and Abilities- Proficient in business English spelling and composition
- Knowledge of modern office practices and procedures
- Skilled in using Microsoft Office (Word Excel Email etc.)
- Ability to organize data maintain records and prepare reports
- Ability to compose correspondence independently
- Effective in taking and transcribing dictation
- Able to maintain confidentiality and work under pressure
- Strong communication and interpersonal skills with all levels of staff students and the public
Supplemental Information
Hours: This position requires 38.75 hours per week. The standard schedule is Monday through Friday between 7:45 AM and 6:15 PM. Flexibility to travel to all campus locations is required.
Application MaterialsA complete application entails providing thorough details including personal information educational background and comprehensive work experience. This should include specific job positions held duties performed dates of employment and any relevant licenses or certifications. Additionally candidates may be required to attach copies of licenses or certifications as requested by the employer. Its crucial to ensure all aspects of the application are thoroughly addressed and documented.
EEOMilwaukee Area Technical College will not discriminate against any employee applicant for employment student or applicant for admission on the basis of race color national origin ancestry sex sexual orientation creed religion political affiliation marital status parental status pregnancy disability age membership in any reserve component of the armed forces union affiliation arrest and conviction record or any other protected category under applicable local state or federal law.
Milwaukee Area Technical College is an Equal Opportunity/Access Educator/Employer. Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process please contact our office at(Wisconsin Relay System: 711) or email
Employment Type
Full-Time
