Administrative Assistant II Part-Time AEFLA Grant Position (Bilingual Required)

Under the direction of the Associate Dean or designee in the Community Education Division, this position handles moderately complex issues and problems, and refers more complex issues to higher-level staff. Receives and responds to correspondence. Receives and directs visitors, provides support in a variety of functions to an individual, team, department, or other group in an organization. Collects, reviews and analyzes data, and prepares reports, charts, budgets and other presentation materials. Responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. Additionally, has advanced word processing, spreadsheet and graphics software skills. Attains full proficiency in a specific area of discipline. Works under the close direction of senior personnel in the functional area.

• Perform administrative tasks to attract, retain, and progress students.
• Data entry, word processing, filing, composing routine correspondence, greeting and helping visitors and directing them to appropriate person if necessary, answering phones, making appointments, maintaining records, ordering supplies and equipment repairs.
• Respond to correspondence; edit and proof-read documents; maintain financial, personnel, gift and/or student records and databases, and update them as necessary.
• Track budget, compile and analyze information for reports or presentations. Prepare charts, graphs, or tables.
• Audit timecards for accuracy and completeness. Compose and send emails communicating timecard errors or other timecard issues to leadership.
• Prepare work orders, monitor expenditures and budgets; make travel arrangements, perform administrative services related to faculty and staff searches, student assignments, and conferences and meetings; answer questions about routine policies applicable to the department or office; and oversee the work performed by student employees.
• May direct the work performed other office support staff members or the work performed by student employees on a regular basis.
• Prepare and processes requisitions, standard forms, invoices and related documents according to the college procedures and guidelines.
• Prepare correspondence, memos, minutes, reports, agendas, and other complex, technical and or confidential documents captures by various methods.
• Gathers and/or provides factual information, maintains records, and interprets data requiring reference to a variety of sources; maintains complex statistical reports including designing formats for complex tables, charts and graphs; may conduct special studies to report recommendations as requested.
• Drafts forms, composes original correspondence and compiles factual reports which require exercise of judgment and knowledge of departmental and district procedures.
• Initiates, maintains and manages exchange of electronic data to record or verify a variety of complex or encoded data; receives and reviews input and output data; maintains and revises lists, control records and other source documents.
• Identifies, researches, analyzes and interprets data to generate reports.
• Answers telephones and directs calls to designated personnel. Responds to questions and inquiries by providing information of a technical nature, requiring knowledge of department operations and procedures; exercises discretion in determining the nature of information to be released; refers unusual inquiries to supervisor for handling.
• Responds both orally and in writing to questions relative to the application of district and departmental procedures.
• Operates personal computer and/or laptop, calculator, photocopying, fax machine and other office equipment.
• Receives, opens, prioritizes, distributes, and re-routes mail. May be responsible for creating reports and distributing on a regular schedule.
• Maintains and orders office supplies, equipment and materials needed for the department and capital equipment used by other college units.
• Frequent utilization of special job-related skills or knowledge, e.g., ability to speak a foreign language; or familiarity with state and/or federal rules and compliance requirements as they relate to financial aid, student loans, grant applications, etc.
• Performs other related duties as required or assigned

Required MINIMUM Education AND Experience: Must meet all THREE below

• High School Diploma

• At least one (1) year additional coursework in a postsecondary school

• A minimum of two (2) years of office experience

• Bilingual Spanish/English fluency (ability to read, write, and speak) in both languages

Preferred Education and Experience in addition to the required minimums above:

• Associate degree and four (4) years office experience.

Specialty Skills:

• Ability to create and maintain a positive work environment.
• Ability to multi-task.
• Ability to handle change.
• Exceptional abilities for attention to detail.

Knowledge, Skills & Abilities

• Thorough knowledge of business English, spelling, punctuation and composition.
• Thorough knowledge of modern business office practices, procedures and skill in their applications.
• Knowledge of and proficiency in the use of a personal computer, computer applications and software such as Word, Excel, Electronic Mail, etc.
• Ability to keep complex records, to assemble and organize data, and prepare reports from such records.
• Ability to compose a wide variety of correspondence without specific instructions.
• Ability to take and transcribe dictation accurately.
• Ability to establish and maintain effective working relationships with all levels of other staff, employees, students and the general public.
• Ability to maintain confidential information and communicate effectively about sensitive issues through both oral and written means.
• Ability to work under stress and pressure.

Start Date: This position supports the Community Education Division and is available to start July 7th, 2025. This is an AEFL Grant Funded positions with current funding through June 30, 2026.

Milwaukee Area Technical College will not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law.

Milwaukee Area Technical College is an Equal Opportunity/Access Educator/Employer. Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact our office at 414-297-6529 (Wisconsin Relay System: 711) or email jobs@matc.edu