Administrative Assistant at United Migrant Opportunity Services (UMOS) in Milwaukee, Wisconsin

Job Description:

Administrative Support Specialist Job Responsibilities:

• Processes and reconciles departmental invoices with corresponding backup documentation and accurately coding them for approval and ultimate submission to Accounts Payable.

• Assists support staff with moves, add, changes of telecom devices and services as required.

• Engages with telecommunications invoice payment service provider, via ticketing system, to communicate updates regarding acquisitions, disconnections, and modifications.

• Processes weekly telecommunication payment feeds, ensuring charge and coding accuracy for invoice payment approvals.

• Assists with the coordination of the procurement for communication services for new office locations.

• Assists with evaluation of current communication services to ensure optimal contracts and service options are in place.

• Serves as liaison between UMOS support staff and telecom service providers to report internet and phone service outages and coordinate repairs as needed.

• Provides technical support and training to end-users on how to use desk phones, cell phones and tablets.

• Generates departmental usage and inventory reports as required.

• Aids in auditing and verifying departmental inventory records.

• Processes, receives, and returns technology supply, hardware and software orders.

• Processes and maintains documentation and procedures obtained from Information Technology department staff. Transcribing, updating, recording, storing, and maintaining information in electronic form.

• Provides flexible office coverage as needed in support of department operations. May include answering support line calls, and receipt/distribution/preparation of mail and incoming faxes.

• Assists with filing, data entry, and other project tasks as assigned/needed for the department.

• Pursues personal development of knowledge and skills required for the efficient performance of the job role.

• Attend required meetings and trainings, perform special projects and other related duties as assigned.

Administrative Support Specialist Job Qualifications:

• Associate degree in a technology or business services. Extensive experience may substitute for some of the education requirement.

• Three or more years of experience in customer service or office setting utilizing current technology software and systems.

• Ability to use and apply modern office methods, hardware, and software, such as: Microsoft Office suite, computers, fax/printer machines.

• Technical knowledge of VoIP systems including voicemail and call accounting systems a plus.

• Experience with mobile device configuration/setup.

• Proficient in comprehending, writing, and interpreting technical documents and procedural manuals.

• Ability to understand and execute written and verbal instructions.

• Ability to deliver excellent customer service, externally and internally.

• Ability to react effectively and calmly in emergencies.

• Ability to ensure confidentiality.

• Ability to work independently and manage multiple tasks.

• Must be able to travel and work irregular hours.

Additional Eligibility Requirements:

• Employment with UMOS is contingent upon successful completion of a criminal background check prior to employment.

UMOS isan equal opportunity Affirmative Action employer, and all qualified applicants will receive consideration for employmentwithout regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.