Administrative Assistant

Full-Time Hourly: $16.50-17.31/hour (Plus $2/hour for bilingual Spanish candidates)

Benefits: Health, Vision, Dental, STD, Life insurance, Paid Vacation, Sick Time, and 15 Paid Holidays

Schedule: Monday-Friday from 9 AM-3 PM

Reports to: Director of Advocacy & Support Services

Location: 505 North East Avenue, Waukesha, WI

The mission of the Women's Center is to provide safety, shelter, and support to empower all impacted by domestic abuse, sexual violence, child abuse, and trafficking.

The primary responsibility of this position is to provide administrative support to The Women’s Center staff and a warm, welcoming, empathetic initial contact to clients, volunteers, and visitors.

DUTIES & RESPONSIBILITIES:

• Provide administrative support to the agency overall, including general clerical duties.
• Greet visitors, callers, and donors, and handle their inquiries or direct them to the appropriate persons according to their needs.
• Answer multi-line telephone system and give information to callers, take messages, or transfer calls to appropriate individuals.
• Monitor cameras and front door activity and respond accordingly to ensure security protocols are followed.
• Ensure the confidentiality of all clients utilizing services.
• Assist in administering and tracking client survey responses to support grant reporting.
• Receive, record, and organize both in-kind and financial donations.
• Communicate and conduct outreach for volunteer coverage needs of the front desk for lunch breaks, all staff meetings, and vacation time.
• Maintain room reservation calendars and staff daily schedules.
• Maintains the neatness and orderliness of the 1st floor, including free shelf, client waiting room, client computer lab, etc.
• Stock free donation shelves and assist with donation sorting/storage as needed.
• Keep community resource information current and easily accessible, monitoring incoming brochures through a tracking spreadsheet.
• Adhere to organizational compliance with all local, state, and federal regulatory agencies.
• Ensure compliance with all safety and work rules and regulations. Ensure the maintenance of departmental housekeeping standards.
• Completes other duties as needed and/or requested to align with the mission and vision of the organization.
• Serve as back-up with other administrative functions as assigned.

SKILLS:

• Excellent communication skills, experience with a multi-line telephone system, as well as outstanding client service.
• Ability to handle crisis situations calmly and professionally.
• Proficient in MS Office.
• Sensitivity to issues facing survivors of domestic violence, sexual assault, child abuse, and trafficking.
• Reasoning Ability: Ability to utilize critical thinking, such as using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension: Understanding written sentences and paragraphs in work-related documents.
• Verbal & Written Skills: Ability to convey information effectively and as appropriate for the needs of the audience.
• Time Management: Managing one's own time and the time of others.
• Service Orientation: Actively looking for ways to help people.
• Coordination: Adjusting actions in relation to others' actions.
• Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Judgment & Decision Making: Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Monitoring: Assessing your performance to make improvements and take corrective action.

EDUCATION & EXPERIENCE:

• Requires at least a high school diploma or equivalent
• 1 year of administrative experience

Language Skills: Ability to read, write, and comprehend English. Bilingual Spanish/English preferred.

Certificates, Licenses, Registrations: Reliable transportation is necessary. Proof of a valid Wisconsin driver's license and insurance must be submitted if driving on TWC business, which may occur on occasion.

Physical demands: 

• This is a largely sedentary role, but movement up and down stairs is required.
• Requires lifting of files and donations, opening filing cabinets, and bending and standing as necessary. This would require the ability to lift up to 25 pounds.

Work Environment: 

• Works predominantly indoors but may require the need to travel between different buildings.
• The noise level in the work environment is usually moderate.

ADA: This employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

AAP/EEO: The Women's center is an equal employment opportunity and affirmative action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, status as a qualified individual with a disability, or any other characteristic protected by law.