Office Manager

Introduction

The Department of Military Affairs (DMA) is recruiting to fill a STARBASE Office Manager (Operations Program Associate) position. The position will be based at the STARBASE Academy in Milwaukee.

STARBASE is an interactive academic outreach program that helps youth increase their knowledge in science, technology, engineering and math (STEM). Fifth grade students in Milwaukee public, choice, and charter schools are taken on a five-week, 25 hour odyssey into the exciting world of the sciences through hands-on activities and experiments, technology projects, and interaction with military and civilian professionals with careers in STEM fields.

We offer an opportunity to engage with a team of dedicated professionals, with a truly worthwhile mission.

The DMA offers flexible schedules and great life/work balance. In addition to meaningful and rewarding work, we offer a competitive benefits package featuring:

• Substantial leave time including at least 3.5 weeks of vacation to start, 9 paid holidays, and ample accrued sick time that rolls over each year.
• Excellent and affordable health, vision, and dental benefits (health plan options start at just $39/month for single plans and $97/month for family plans after two months of employment).
• A casual atmosphere and flexible work schedules, depending on the position's requirements.
• An exceptional pension plan with employer match and lifetime retirement payment , plus an optional tax advantaged 457 retirement savings plan .
• Well Wisconsin Wellness Program.
• A free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall wellbeing.
• Working for Wisconsin State Government may make you eligible for the Public Service Loan Forgiveness Program

Position Summary

Under the general supervision of the STARBASE Director, this position is responsible for developing and maintaining records, correspondence and files, complex budget preparation and analysis; and acquiring classroom instructional materials and supplies. Responsibilities include collecting, organizing, highlighting and commenting on information relevant to budget decision activities to meet reporting requirements; developing, monitoring and adjusting budgets; executing the purchase of program goods and services and maintaining records in compliance with the state and federal guidelines.

Salary Information

Starting pay is $21.66 per hour. This position is in the 02/11 pay schedule/range. A 12-month probation will be required.

For current permanent state employees, pay will be set in accordance with the State Compensation Plan.

The Department of Military Affairs does not sponsor work visas at the time of hire or anytime during employment. All persons hired will be required to verify identity and eligibility to work in the United States and complete the required Employment Eligibility Form I-9.

To learn more about the complete compensation package, please visit the Total Rewards Calculator .

Job Details

In order to gain access to the military facilities and to determine whether the circumstances of any conviction may be related to the job being filled, DMA will conduct a comprehensive background check which includes an FBI fingerprint- based background check.

All new permanent, project, and limited term employees will be required to report to Joint Force Headquarters (JFHQ) in Madison on the Monday of their first week of employment for the New Employee Orientation (NEO) program. Additional information will be sent to the new employees and their supervisors on the Tuesday prior to NEO.

Qualifications

Candidates who meet minimum qualifications will have experience with:

• Experience providing administrative support in a professional setting (filing both electronic and paper documents, answering and routing phone calls, making and following up on travel arrangements (air and hotel), proofreading/editing documents and publications, etc.)
• Experience utilizing basic functions of computer software programs in a business setting (e.g. Microsoft Office suite, Adobe, SharePoint or similar software) for drafting memos, letters, agendas, collecting and tracking data, tracking and responding to email, scheduling meetings, etc.
• Experience providing customer service to internal and external partners (e.g., responding to inquiries, explaining policies and procedures, resolving issues, etc.) by phone, email, and/or in person.

In addition to the minimum qualifications, well-qualified candidates will also have the following preferred qualifications:

• Experience performing financial duties (e.g., accounts payable and receivables, purchasing, monitoring operational budgets, etc.)
• Experience maintaining, analyzing, and auditing of files according to established policies, procedures, rules, regulations, statutes, etc.
• Experience interpreting policies, regulations, codes or state statutes.
• Experience utilizing advanced functions of computer software programs (e.g. Microsoft Office suite, Adobe Acrobat Pro, DocuSign, SharePoint, Teams, Zoom, or similar) for mail merge, functions and formulas, creating fillable forms, troubleshooting video conference meetings, etc.

Your resume and letter of qualification are very important parts of your application. In these materials, you should clearly describe your education, training, and experience as they relate to the bulleted items listed above .

Your qualifications should be addressed in your resume and expanded upon in your letter of qualifications. These materials are used during our evaluation process to determine your qualifications as they relate to the job.

Here are instructions on developing your resume and letter of qualifications and what should be included in these materials. The vast majority of applicants are able to outline their background and experience in their resume in 1-3 pages; the same applies to the letter of qualification.

How To Apply

Apply online!

Click "Apply for Job" to start the application process. If you have not signed into your account, you will need to sign in before applying. If you do not have an account, click "Register Now" to register for an account and apply for the job. Follow the steps outlined in the application process and submit your application. You will be able to save your application as many times as needed and make edits up until the point you submit your application. Please note that once you submit your application, you will not be able to make any updates to the application or any materials submitted.

You will be required to attach your current resume and letter of qualifications in a Word or PDF compatible format.

For instructions on developing your resume and letter of qualifications and what should be included in these materials, click here . Submitted materials will be evaluated by a panel of job experts and the most qualified applicants will be invited to participate in the next step of the selection process.

Permanent classified state employees who are eligible for consideration (transfer, voluntary demotion, or reinstatement) should complete the online application process by the stated deadline.

Applications must be submitted through Wisc.Jobs. Failure to submit all required materials will result in an incomplete application and ineligibility for this position. Application materials will not be accepted if received in an incompatible format, an email, as a hard copy or a fax.

Questions regarding the application process can be directed to Michele Sorum at michele.sorum@widma.gov or 608-242-3149.

If you have technical difficulties, Wisc.Jobs helpdesk is available Monday-Friday, 7:45am - 4:30pm at 608-267-1012 or wiscjobs@wisconsin.gov . Some applicants report better performance when using the Chrome browser.

The Department of Military Affairs is an equal opportunity employer seeking a diverse and talented workforce. Veterans, women, people of color, LGBTQIA+, and people with disabilities are encouraged to apply. We provide reasonable accommodations to qualified applicants and employees with disabilities. For complete information on veterans' hiring programs that may benefit you, please visit the Employment Assistance page on the Wisconsin Department of Veterans Affairs' website.

If viewing through an external site, please click here to apply directly at Wisc.Jobs.

Deadline to Apply

The online application process must be completed by 11:59p.m. on Tuesday, September 10, 2024. Late applications will not be accepted.