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Executive Assistant - Office of African American Affairs

Position Type: Full-time, Non-Exempt

Department: Office of African American Affairs

Compensation Range: $24.96 - $28.37/$51,917.16 - $59,013.79
Closing Date: July 27, 2018 @ 5:59pm CST - Applicants are encouraged to apply as soon as possible, this posting will close at the point at which a sufficient pool of applicants are received.

Job Summary: The Executive Assistant provides administrative service and support to the Director in the Office of African American Affairs (OAAA) in the performance of their duties and in the day-to-day operations of the department. The position requires  an in-depth understanding of office management and daily operations.

Essential Duties/Responsibilities:

  • Confidential communications liaison for Director relaying info, questions and directions. Ensures Director is aware of developing issues. Coordinates calendar needs; answers phones; composes and/or edits correspondence; sorts and distributes mail.

  • Provide support to ensure committee reports are reviewed, entered into Legistar and distributed on time. Create and maintain folders for Director. Monitor responses to committee referral requests. Provide packets with agendas and reports for legislative cycles.

  • Department lead on coordinating and managing department level activities, including but not limited to periodic leadership meetings, quarterly department meetings and other events. Participates in meetings as well.

  • Monitor and field phone calls, mail and emails; direct issues or questions to appropriate staff; compose correspondence.  Coordinate with other divisions/departments/county board as required.

  • Establish and maintain department graphical performance metrics, publishing quarterly. Managing OAAA’s website and social media presence. Coordinate with Director and staff on content and approval.

  • Participate on special project teams; community outreach efforts; and other duties as assigned. Manage OAAA’s purchasing process in Advantage & Office Max systems for Org 1090. Assist in the management, compliance/financial tracking of all OAAA grants, and/or the grant systems of other County departments. 

 

Minimum Qualifications

A High School Diploma and five (5) or more years of progressive responsibility in administrative/office management. A Bachelor's Degree in a related field is preferred. Previous experience supporting an executive preferred.  Must have the ability to travel to various locations. Intermediate knowledge of Microsoft office Applications (Outlook, Word, Excel and PowerPoint) required.

Knowledge, Skills and Abilities

  • Ability to use independent judgment to plan, prioritize and organize diversified workload.
  • Strong written and verbal communication skills.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, City Council, community members, etc.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Ability to be extremely effective on teams and independently.
  • Proven ability to handle confidential information with discretion.
  • Be adaptable to various competing demands and demonstrate the highest level of customer service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Relate and work effectively with people from diverse cultural, economic and ethnic backgrounds.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
 

 

This position is open to Wisconsin residents. The selection process will be job related and will consist of one or more of the following: education and experience evaluation; written, oral, or performance tests, or other assessment methods.

Milwaukee County offers a comprehensive blend of benefits designed to make your life better both inside and outside of the workplace. Milwaukee County conducts criminal background checks and pre-employment drug testing.


     
Milwaukee County is an Equal Opportunity/E-verify employer committed to diversity and all qualified applicants will receive consideration for employment and will not be discriminated against based on age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability genetic information or protected veteran status. 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 414-278-3936.