Doyle - Administrative Assistant - Communications - FTE

25-26
- Doyle - Administrative Assistant - Communications - 0.5 FTE role at Madison Metropolitan School District

Compensation: $30.11 - $30.11 Hourly Wage
Employment Type: Non-Exempt
Location: Doyle Administration Building

MMSD is seeking highly motivated and energetic applicants for openings for the  school year. Applicants should have a good attitude, willingness to learn, and passion for impactful work and learning. The Madison Metropolitan School District is the second-largest school district in Wisconsin. We have a simple but bold vision — to ensure that every school is a thriving school, that prepares every student to graduate from high school ready for college, career, and community.

We welcome applicants who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families, and staff.

• Office Management and Clerical Support (30%)
  • Manage a professional and welcoming office atmosphere, ensuring a clean and organized workspace for staff and visitors.
  • Maintain office supplies inventory and place orders through vendors.
  • Provide support for clerical tasks such as mailings, duplication, project assembly, and document management.
  • Assist with drafting letters, memos, and other correspondence.
  • Ensure accurate record-keeping, including merged address labels and letters.
  • Create, update, and maintain accurate documentation and departmental files.
• Customer Service and Communication Support (20%)
  • Use customer service software (e.g., Let’s Talk) to track and respond to customer inquiries.
  • Assist with the weekly flyer distribution process via designated software (e.g., Peach Jar).
  • Assist with researching and gathering information for other Department of Communications team members as needed.
  • Assist with internal newsletter information gathering and weekly email monitoring.
  • Provide editorial assistance involving proofreading and editing electronic newsletters and news releases.
• Travel, Expense, and Vendor Management (35%)
  • Manage purchasing and travel cards, including tracking receipts, reconciling bills, and processing staff travel and expense reimbursements.
  • Assist with vendor management, including managing contracts and coordinating logistics for events such as scheduling, catering, and setup.
  • Support the preparation and monitoring of departmental budgets, assisting with reports and financial tracking.
• Calendar Scheduling and Administrative Support (10%)
  • Assist with scheduling appointments and coordinating meetings.
  • Help with organizing events, including scheduling, catering, and setup coordination.
  • Perform other tasks as assigned.
• Collaboration and Teamwork (5%)
  • Collaborate closely with the Communications Department team.
  • Participate in planning, goal-setting, and reporting activities for the Communications Department.
  • Serve on interdepartmental teams as needed.
  • Collaborate with Bilingual Resource Specialists to ensure documents are translated appropriately.
  • Ensure cultural responsiveness in all marketing communications and a commitment to using an equity mindset.
  • Able to attend work regularly and report to work in a timely manner.

• Demonstrated ability to establish relationships at all levels of the organization.
• Follow principles and practices that promote and advance anti-racism, diversity, equity, and inclusion.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Ability to handle confidential information professionally and with discretion.
• Strong attention to detail and problem-solving abilities.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively within a team.
• Knowledge of basic mathematical concepts.
• Ability to read, follow directions, maintain accurate records, and pay close attention to detail.
• Ability to adapt to a changing environment, technology, methods, and workflow, and exhibit positive communication related to these changes.
• Ability to provide proven, consistent, and excellent customer service skills.
• Ability to demonstrate a record of reliable attendance.

• High School diploma…