Administrative Assistant - Marine And Government

Milwaukee Valve Company is looking for an Administrative Assistant

• Marine and Government to join our New Berlin, WI team in Department 064. This is hourly, non-exempt position and is 100% on-site with no opportunity for hybrid/remote commute. The office is located at 16550 West Stratton Drive, New Berlin, WI.

Established in 1901, Milwaukee Valve manufactures valves for a variety of industries including Industrial, Commercial, Fire Protection, Marine and the dry bulk hauling industries. Our products have been installed on every U.S. Navy ship built for the last 50 years.

Our heritage, our people, and our passion is to be the best, and Milwaukee Valve is proud of its engineering excellence and its employees who take pride and dedication in their work. In return, Milwaukee Valve offers an excellent benefit package, competitive wages, and promotional opportunities including Health, Dental, Life and Disability Insurance options, Flex Spending, 401K with employer match, tuition assistance, paid time off, and shift premiums. For more information please go to:

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• Customer Service, Engineering, and Purchasing

Summary

• Under the direction of the Director of Marine Inside Sales, the Administrative Assistant

• Marine and Government is responsible for providing vital support to the Marine Sales department. This includes day-to-day sales order functions as assigned, managing documentation, and other administrative tasks.

Essential Duties and Responsibilities include the following:

• Provide support to the Marine Sales Contract Administrators and other staff members upon request.

• Assist with preparing quotations, including pricing, lead times, and other necessary customer services.

• Process Marine sales orders accurately and efficiently, including correspondence and expediting orders as needed.

• Spearhead Marine social media updates and marketing material sourcing effort.

• Assist with bookkeeping tasks, such as an invoicing and processing distributor accounts.

• Process, file, and maintain organized records of contract documentation.

• Create submittal documents to fulfill customer contract requirements.

• Compare different revisions of an order to identify any contract changes or new requirements.

Other duties may be assigned.

Supervisory Responsibilities

• This job has no supervisory responsibilities.

Competencies

• To perform the job successfully, an individual should demonstrate the following competencies:

Customer Service

• Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills

• Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication

• Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication

• Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork

• Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

Organizational Support

• Follows policies and procedures; Completes administrative tasks correctly and on time; Support organization's goals and values; Benefits organization through outside activities; Support affirmative action and respects diversity.

Judgment

• Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation

• Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Planning/Organizing

• Prioritizes and plans work activities; Uses time efficiently.

Professionalism

• Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Attendance/Punctuality

• Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability

• Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative

• Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Associate's Degree (preferred); Experience with Contracts; 5 years of work experience; Outstanding Organizational Skills and multi-tasking abilities; Strong Communication skills, both written and verbal.

Computer Skills

• Proficiency in Microsoft Office 365 (Word, Excel, Teams, Outlook, PowerPoint) and other office software.

Language Skills

• Ability to read and interpret documents such as Government Contracts, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

• Ability to calculate figures and amounts such as discounts and percentages. Ability to apply concepts of basic algebra.

Reasoning Ability

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Other Skills and Abilities

• Data entry skills. Must be able to differentiate and remember different product numbers and prices.

Physical Demands

• The physical demands 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 and talk or hear. The employee is frequently required to stand and walk. Specific vision abilities required by this job include depth perception and ability to adjust focus.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

Milwaukee Valve is a government contractor bound by the requirements of ITAR and the Export Administration Regulations as outlined in ITAR paragraphs 120.9 & 120.10. To ensure compliance with NISPOM 2-310 and 10-509, this position requires U.S. citizenship.