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EVS Administrative Assistant

Location: Milwaukee, WI
Date Posted: 01-02-2019
Independently responsible for the efficient operating of all processes related to the Environmental Services Department office and administrative processes. Provides confidential administrative support to the Director of the Environmental Services Department and the Leadership Team. Responsibilities include but are not limited to general office
administration. Other duties as assigned. 
Maintains office services by organizing office operations and procedures; preparing information for payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions. Design a filing system and ensure that these systems are up-to-date. Lays down the procedures for maintaining records and maintains office budget and keeps track of all expenses. Ensures that personnel files are up-to-date and secure, and that transfer and disposal of records as per the retention schedule and policies are carried out effectively.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments to ensure that all the office policies are properly communicated to the staff. Responsible for helping to resolve disputes and disagreements that may arise among employees.
Completes operational requirements by scheduling and assigning employees; following up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends. Holds regular meetings with the senior management to review performance of the department. Prepare and deliver reports and presentations regarding the finances and the working of the office to the senior management. Involved in the meetings that the management conducts about the organization's policies and the steps that it plans to take for its strategic development.
Maintains office staff by recruiting, orienting, and training employees. Maintains office staff job results by coaching employees; planning, monitoring overall office work and providing appraisal results to immediate leader on office personnel.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Achieves financial objectives by preparing information for the annual budget; scheduling expenditures; analyzing variances; initiating related corrective actions.
Updating health safety policies and ensuring that they are being adhered to. Handling customer complaints and inquiries Maintaining DOT Bio-Hazard waste manifests in accordance to DOT regulatory guidelines. Assists with payroll processing and vacation planning of hourly staff.
Resolving any interdepartmental and personal disputes in the office. Making sure that the various departments in the office communicate with each other. Ensuring that there is adequate supply of stationery and equipment in the office.
Minimum of five years clerical experience necessary to effectively perform job functions and organize workload is required.
Ability to perform basic and semi-complex arithmetic calculations related to statistical data is required. Able to work independently and resolve semi-complex situations for others is required. High level of customer service skills.
Well organized in performing duties. good decision maker and strong communication skills. Good multitasking and project management skills. Knowledge of office software packages (Word, Excel, PowerPoint, Kronos, Lawson, Microsoft Project, etc.)
Bachelor's degree is required.
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