Clinic Office Coordinator

The City of Milwaukee•Milwaukee, WI

12d•Onsite

About The Position

The Clinic Office Coordinator provides confidential administrative and operational support to the Milwaukee Health Department (MHD) Health Centers (Keenan, Southside, and Northwest), ensuring the smooth day-to-day functioning of each health center.

Requirements

Regular status as a City of Milwaukee employee, having successfully completed a probationary period for a civil service position, or status as a City of Milwaukee employee in a fixed-term position.
Four years of progressively responsible administrative support experience.
Valid driver's license and possession of a properly insured vehicle for use on the job are required at the time of appointment and throughout employment.
Knowledge of administrative processes, procedures, and best practices.
Ability to coordinate operations to ensure efficiency and effectiveness.
Knowledge of continuous process improvement concepts and the ability to initiate new projects.
Ability to read and interpret work-related documents.
Written communication skills to be able to produce correspondence, procedures, and newsletters as well as to document clinic and client information accurately.
Proficiency using word processing, spreadsheet, database, presentation, and personal management software such as Microsoft Office.
Ability to perform first-line IT troubleshooting and end-user support.
Ability to effectively train staff on new processes or technologies.
Ability to provide positive, respectful customer service to clients.
Ability to work effectively with a multi-cultural and multi-disciplinary staff and other agencies.
Ability to work cooperatively and fairly with coworkers and customers whose backgrounds may differ from one’s own.
Ability to resolve complaints in a professional, diplomatic manner.
Analytical and problem-solving skills to be able to address operational issues independently.
Decision-making skills and sound judgment.
Planning and organizing skills to be able to accomplish goals and meet objectives.
Ability to coordinate multiple ongoing projects simultaneously.
Ability to work effectively in a busy clinic setting.
Ability to maintain situational awareness and remain calm during crises.
Ability to represent the department honestly and ethically as well as to maintain confidentiality.

Nice To Haves

Related post-secondary education, such as business administration or administrative health service coursework from an accredited school, may be substituted for up to two years of the experience requirement.

Responsibilities

Serve as the primary point of contact for maintenance teams, security guards, staff, and clients, ensuring coordinated building operations.
Oversee building maintenance needs, including repairs, remodeling activities and preventative maintenance schedules.
Submit and track FIIX work orders for facility issues; monitor completion and escalate concerns when needed.
Maintain complaint and work order logs; ensure cleaning crews review logs and complete requests for enhanced cleaning or special projects.
Coordinate with cleaning companies to resolve cleaning needs and address vendor performance issues.
Monitor cleanliness and safety of all common areas; clear clutter and debris on the exterior and interior of the health centers, assess grounds, and submit DPW service requests for larger maintenance needs.
Support restocking of shared building supplies, including Personal Protective Equipment (PPE), bathroom items and sani-stations.
Lead reorganization efforts for storage, offices, and common areas, including purging, reconfiguring spaces and ordering essential supplies.
Troubleshoot basic IT and equipment issues (computers, printers, phones, docks, signature pads, etc.); escalate to ITMD when appropriate.
Conduct and document twice-daily immunization refrigerator temperature checks.
Coordinate installation and maintenance schedules for emergency devices (fire extinguishers, AEDs, emergency kits).
Manage collection, storage, and disposal processes for sharps and hazardous waste.
Work with Environmental & Disease Control Specialists to assign and train floor captains for emergency drills.
Update, produce, and distribute Emergency Procedures handbooks for all phone stations and staff areas.
Serve as the Emergency Preparedness Liaison/Safety Captain, coordinating drills, safety protocols and compliance with the MHD Safety Committee.
Act as the point of contact when alarms are triggered; coordinate with DPW and security to address issues such as fire, refrigeration failures or panic alarms.
Support onboarding of new security staff and transitional duty program employees; manage access restrictions, room permissions, and building security schedules.
Monitor and report safety concerns related to guard staffing, performance, or building security needs.
Complete MHD Incident Reports for on-site emergencies; coordinate next steps with supervisors and leadership.
Conduct quarterly checks of emergency kits, first aid supplies, bulletin boards, and safety communications.
Manage reservations and scheduling for meeting rooms, satellite spaces, and indoor/outdoor event areas.
Create and post signage for events, closures, and operational updates in collaboration with site leadership and MHD graphics.
Coordinate building usage by community partners, including farmers’ markets, gardening programs and public events.
Resolve mail delivery errors and support greeters with managing deliveries and shipped items.
Maintain staff and public bulletin boards with required postings and updated communications.
Produce email updates for all staff distribution lists related to operations, safety notifications, closures, and building news.
Maintain updated staff directories and email group lists for each health center.