ADMINISTRATIVE SERVICES COORDINATOR

City of Milwaukee
Milwaukee, WI
Category Administration
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.

Requirements

  • 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.
  • 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.

Benefits

  • Wisconsin Retirement Systems (WRS) Defined Benefit Pension Plan
  • 457 Deferred Compensation Plan
  • Health and Dental Insurance
  • Paid Parental Leave
  • Comprehensive Wellness Program
  • Onsite Clinic Services
  • Onsite Employee Assistance Program
  • Alternative Work Schedules
  • Long Term Disability Insurance
  • Group Life Insurance
  • Tuition Benefits
  • Paid Vacation
  • 12 Paid Holidays
  • Paid Sick Leave and other paid leaves
  • Flexible Spending Arrangement
  • Commuter Value Pass
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