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Madison Metropolitan School District · 1 month ago

25-26- Doyle - Administrative Assistant - Communications - 0.5 FTE

Madison, WI

Full-time

Onsite

New Grad, Entry Level

$30.11/hr - $30.11/hr

Madison Metropolitan School District (MMSD) is the second-largest school district in Wisconsin, seeking motivated applicants for the Administrative Assistant position in the Communications department. The role involves providing administrative support, managing office tasks, and assisting with customer service and communication support.

EducationSecondary Education

No H1B

Responsibilities

Manage a professional and welcoming office atmosphere, ensuring a clean and organized workspace for staff and visitors

Maintain office supplies inventory and place orders through vendors to ensure stock levels are up-to-date and office needs are met

Provide support for clerical tasks such as mailings, duplication, project assembly, and document management as needed

Assist with drafting letters, memos, and other correspondence

Ensure accurate record-keeping, including merged address labels and letters

Create, update, and maintain accurate documentation and departmental files, ensuring accessibility and proper organization

Use customer service software (e.g., Let’s Talk) to track and respond to customer inquiries, ensuring timely, accurate, and professional communication

Assist with the weekly flyer distribution process via designated software (e.g., Peach Jar), assessing and determining the acceptability of content for distribution

Assist with researching and gathering information for other Department of Communications team members as needed

Assist with internal newsletter information gathering and weekly email monitoring

Provides editorial assistance involving proofreading and editing electronic newsletters and news releases

Manage purchasing and travel cards, including tracking receipts, reconciling bills, and processing staff travel and expense reimbursements

Assist with vendor management, including managing contracts and coordinating logistics for events such as scheduling, catering, and setup

Support the preparation and monitoring of departmental budgets, assisting with reports and financial tracking

Assist with scheduling appointments and coordinating meetings

Help with organizing events, including scheduling, catering, and setup coordination, ensuring smooth execution of activities

Performing other tasks as assigned

Collaborate closely with the Communications Department team

Participate in planning, goal-setting, and reporting activities for the Communications Department

Serve on interdepartmental teams as needed

Collaborate with Bilingual Resource Specialists to ensure documents are translated appropriately

Ensure cultural responsiveness in all marketing communications and a commitment to using an equity mindset

Able to attend work regularly and report to work in a timely manner

Qualification

Office ManagementCustomer ServiceCommunication SkillsGoogle ApplicationsMicrosoft Office SuiteBilingual HmongBilingual SpanishOrganizational SkillsAttention to DetailProblem-Solving

Required

High School diploma or equivalent

Experience in administrative or office support and communications roles

Experience using office technology and computers, including Google applications, Microsoft Office Suite, e-mail, internet searching capability, and other related technology

Demonstrated ability to establish relationships at all levels of the organization

Follow principles and practices that promote and advance anti-racism, diversity, equity, and inclusion

Strong organizational skills with the ability to manage multiple tasks and deadlines

Ability to handle confidential information professionally and with discretion

Strong attention to detail and problem-solving abilities

Strong written and verbal communication skills

Ability to work independently and collaboratively within a team

Knowledge of basic mathematical concepts

Ability to read, follow directions, maintain accurate records, and pay close attention to detail

Ability to adapt to a changing environment, technology, methods, and workflow, and exhibit positive communication skills related to these changes

Ability to provide proven, consistent, and excellent customer service skills

Ability to demonstrate a record of reliable attendance