Administrative Services Coordinator

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.

• 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.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

• Occasionally work variable and extended hours to meet the City’s needs.
• File a statement of economic interests in accordance with the Milwaukee Code of Ordinances Chapter 303-Code of Ethics.
• Associate degree in administrative support, business administration, business management or a closely related field from an accredited college or university.
• Two years of progressively responsible administrative experience working in an office setting, including performing tasks such as serving as a confidential executive assistant, managing calendars and preparing for meetings, coordinating travel arrangements, handling internal and external communications, tracking data, and maintaining physical and electronic files.
• Ability to travel independently throughout the City of Milwaukee by public transportation, walking, bicycling, ride sharing, or driving at time of appointment and throughout employment.
• Notary Public credential, issued by the State of Wisconsin, within six months of appointment.

Equivalent combinations of education and experience may be considered.

NOTICE:
Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

• Experience performing duties required to coordinate Board and/or Commission activities, such as scheduling and recording meetings, reporting via meeting minutes, posting public notice requirements, and other record-keeping and coordination functions.

• Knowledge of administrative support methods, systems, and terminology.
• Knowledge of customer…