Lutheran Social Services of WI and Upper MI is currently seeking an Administrative Assistant to serve as the face of the LSS at our front desk. This role will is required to be onsite at our corporate office in West Allis from 8 AM - 4:30 PM. The role will greet visitors, answer emails, direct phone calls and faxes as appropriate, handle all incoming and outgoing mail, and assist the Executive Administrative Coordinator with projects to support our C-Suite. This is a full-time, benefit eligible position offering compensation of $18-$20/hr.

Essential Duties and responsibilities:

This list of duties and responsibilities is not all-inclusive and may be expanded to include additional duties and responsibilities, as management may deem necessary.

• Maintains a positive presence at the front desk of LSS headquarters.
• Warmly greets and assists guests to the organization.
• Answers questions and provides general LSS information to employees and guests.
• Manages the organization's main telephone line responding to questions and requests, taking messages and routing appropriately to both internal and external customers.
• Prepares mailing, shipping, courier services and distributions. Distributes mail to departmental or program employees based on specific protocol(s). This may include copying/scanning checks, coding if necessary, emailing, filing hard copies, and sending originals to proper lockbox.
• Maintains broad knowledge base of organizational changes and program updates to effectively meet inquiries to best serve all clients and stakeholders.
• Organizes and maintains files with current information. This may be both hard copy and electronic files or databases. This may include assisting programs with the coordination of transporting stored and protected HIPAA compliant data.
• Supports supervisor in effectively scheduling, delegating to, and communicating with colleagues regarding tasks, responsibilities, and deadlines.
• Collaborates with colleagues throughout the organization to assists with special projects or program/departmental specific tasks which may include billing functions, data entry and other needed support.
• Assists in planning, scheduling and preparation for meetings and events. Facilitates web-based meetings or teleconferences as needed.
• Assess and maintain common office areas and supply inventory. Oversees inventory levels, anticipates office needs, and place orders for supplies.
• Ensure office/facilities needs are met by collaborating with current vendors or seek out new vendors as needed.
• Coordinates effective equipment operations by completing preventative maintenance requirements, calling for repairs, maintaining supply inventories and collaborating directly with vendors as needed. (Copiers, Fax, Postage Machine, Iron Mountain, etc.)
• Will partner with others on the Summit Place safety committee, be the point of contact for various safety drills and assist with any after action review and documentation.
• Creates, edits, and proofreads various documents and correspondence via word processing, spreadsheets, and presentations. Proofreads all documents for correct grammar, spelling, punctuation, and content.
• Other duties and/or projects as required.

ADDITIONAL ORGANIZATION REQUIREMENTS (Required of all employees):

• Must comply with organization and departmental policies and regulations
• Must relate to individuals and families of varied ethnic and cultural backgrounds, ages, and economic circumstances with respect and dignity.
• Must support the Mission, Vision and Values of the Organization.

PERKS:

• Public Service Loan Forgiveness (PSLF)
  • By being employed with LSS, which is a non-profit agency, you can be eligible for loan forgiveness under the Public Service Loan Forgiveness program.
  • Loans are eligible to be forgiven after 10 years of on-time and consistent payments through the income-based re-payment plan.
  • LSS Clinical Managers (supervision@lsswis.org) and Human Capital employees can assist you in applying for this benefit.
• Medical/Dental/Vision Insurance
• Flex Spending for Dependent & Health Care
• Mileage reimbursement
• Paid Time Off
• 10 Paid Holidays
• Ability to Contribute to 403B
• LSS makes annual raises a priority for employees
• Calm Wellness App - Premium Access
• Early Earned Wage Access with UKG Wallet
• Employee Assistance Program
• Service Awards and Recognition

SUPERVISORY RESPONSIBILITIES (if applicable): N/A

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Upon offer, candidates must successfully complete the necessary background, caregiver, medical and any other checks required, according to program requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. (STANDARD LANGUAGE DO NOT CHANGE)

EDUCATION AND/OR EXPERIENCE:

• This position requires a High School Diploma or equivalent. Associates Degree preferred.
• Minimum 1 year prior administrative experience required. Associates Degree may be substituted in lieu of prior experience.
• Proficiency in a variety of software programs (Microsoft Word, Excel, PowerPoint, Outlook, or equivalent) is required.
• Excellent customer focus including strong telephone skills.
• Demonstrated professional tact and decorum.
• Strong word processing skills.
• Ability to conduct internet research.
• Strong organizational skills.
• Solid interpersonal and communication skills (written, verbal and listening).
• Ability to balance multiple competing priorities and deadlines.
• Ability to work in a fast-paced environment both independently and as part of a team.

LANGUAGE SKILLS:

Ability to communicate both in verbal and written format, effectively and efficiently in job. This position interacts with others within and outside the organization and strong communication skills are required.

COMPUTER SKILLS/TECHNOLOGY:

Working knowledge of computers to allow employee to access computer systems and applications to complete timecards, read and respond to email, and complete required on-line training.

This role will create and edit complex documents, spreadsheets, presentations, etc. This position may need to maintain records and accurate filing systems. This position requires regular use of technology for meetings and communication to include email, conference calls, web-based meetings and webinars, and the use of projectors and videoconference equipment.

PHYSICAL DEMANDS/WORK ENVIRONMENT:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hand to finger motions; and handle or touch objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. This position will require frequent computer usage.

The incumbent of this position works in an air-conditioned, office environment. The incumbent will also be exposed to outdoor weather conditions when traveling on company business.

The noise level in the work environment is usually moderate.

TRAVEL: Ability to travel on day trips as required but will be infrequent. Rarely, would overnight travel be required.