Administrative Support Specialist

Job Title: Administrative Support Specialist

Location: Courage Main Office

Job Type: Full-Time

Department: Administration

Reports To: Executive Director

Address: 1322 S. 10th Street, Milwaukee, WI 53204

Website: www.couragemke.org

Position Overview:

Courage MKE is seeking a highly organized, detail-oriented, and proactive Administrative Support Specialist to support the day-to-day operations of our growing organization. This critical role serves as the backbone of our administrative infrastructure—bridging responsibilities across finance, office management, and light human resources.

The ideal candidate brings experience with QuickBooks, payroll processing, and general office coordination, and thrives in a fast-paced, mission-driven environment. This position requires exceptional communication skills, a high level of discretion, and the ability to manage multiple priorities with accuracy and efficiency.

This is more than an administrative role—it’s an opportunity to be part of a passionate team working to support LGBTQ+ youth across Wisconsin. Your attention to detail and operational support will help power the mission of Courage MKE forward.

Key Responsibilities:Accounting & Payroll  (40%)

• Process payroll on a bi-weekly/monthly basis in coordination with leaders and/or external providers
• Enter, review, and reconcile transactions in QuickBooks
• Assist with managing accounts payable and receivable, vendor payments, and bank reconciliations
• Review expense reports, assist in budgeting, and support month-end closing
• Maintain accurate financial records including quarterly (941 and Unemployment) and annual (990) taxes and support internal or external audits

Administrative Support (30%)

• Organize office operations and procedures including filing systems, supplies inventory, and office equipment
• Schedule meetings, maintain calendars
• Draft correspondences, internal memos, newsletters and social media posts
• Monitors general inquiries and forwards to appropriate departments

Operations Support (20%)

• Places weekly supply orders across the organization
• Coordinate operational logistics for internal projects and programming
• Maintain internal databases and assist in tracking operational KPIs
• Ensure timely follow-up on action items from cross-departmental meetings

Human Resources Assistance (10%)

• Support employee onboarding/offboarding (collect forms, set up accounts, coordinate orientation)
• Assist with benefits administration and employee communications
• Provide support for company events, and recognition programs

Qualifications:

• 2+ years of experience in an administrative, operations, accounting, or payroll role
• Proficient in QuickBooks Online or Desktop
• Experience with payroll
• Strong organizational skills with the ability to multitask and prioritize effectively
• High attention to detail and confidentiality
• Proficient in Microsoft Office Suite
• Excellent written and verbal communication skills
• Ability to work independently and collaboratively across teams

Physical Requirements & Work Environment:

While performing the duties of this job, the employee is subject to sitting, walking, and standing for prolonged periods; frequently pushes, pulls, grasps, kneels, crouches, or crawls. The employee frequently is required to use manual and finger dexterity and eye-hand coordination when working with persons served and handling office, medical, or household equipment. The employee is subject to assist and lift up to 50 pounds with varying amounts of assistance on a recurring basis. The employee is required to have corrected vision and hearing within normal range and the ability to operate a motor vehicle. Must have the ability to perform CPR. Occupational exposure to blood, body fluids, infectious substances, including communicable diseases when performing personal care. Occasional exposure to cleaning agents and disinfectants. Residential work environment with a noise level of normal to loud. The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation:

• $50,000 – $60,000  – Full Time Exempt Position
• 18 days paid time off annually
• Additional paid time off awarded after three years of service.
• Matching 403b plan.
• Monthly Health Insurance stipend provided.