What are the responsibilities and job description for the Administrative Assistant / Account Specialist position at Certified Scale Inc.?
Position: Administrative Assistant / Account Specialist
Location: Menomonee Falls, WI (In‑Person)
Job Type: Part‑Time (30–32 hours per week)
Pay Range: $23.50 – $26.00 per hour (based on experience)
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About Certified Scale Inc.
Certified Scale, Inc. has been serving Wisconsin since 1969, providing reliable weighing equipment, calibration, and service solutions to a diverse range of industrial, commercial, pharmaceutical, chemical, and distribution customers. As a small, family‑owned business with locations in Menomonee Falls and the Fox Cities, we pride ourselves on long‑term customer relationships, technical expertise, and a supportive team environment.
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Position Summary
We are seeking a dependable, detail‑oriented Administrative Assistant / Account Specialist to work closely with the business owner and internal team. This role is a key administrative and customer‑facing position responsible for preparing service agreements, supporting customer accounts, and keeping contract and documentation systems accurate and up to date.
This position is intended to be a stable, long‑term part‑time role for someone who values consistency, takes ownership of their work, and enjoys keeping processes organized and on track.
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Why Join Certified Scale Inc.
- Competitive hourly pay based on experience
- Annual performance‑based bonus eligibility
- Flexible weekday schedule (no weekends)
- Pro‑rated paid time off and paid holidays
- Stable, well‑established, family‑owned company
- Small, collaborative team environment
- Meaningful role with ownership of key administrative and account functions
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Ideal Candidate Profile
- Interested in a long‑term, stable part‑time position
- Takes pride in staying organized and keeping work caught up
- Comfortable working independently and managing ongoing responsibilities
- Values consistency and accountability over frequent role changes
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Essential Duties & Responsibilities
- Prepare, update, and distribute maintenance service agreements and related documentation for new and existing customers
- Generate customer quotes and support account-related inquiries
- Enter and maintain agreement data in internal systems (FileMaker, Excel, and related tools)
- Monitor agreement renewals, changes, and compliance requirements
- Coordinate with subcontractors regarding agreements, insurance documentation, and outstanding items
- Communicate with customers, subcontractors, the Service Manager, Owner, and office staff to resolve missing or incomplete documentation
- Distribute and track tax-exempt forms as needed
- Maintain accurate, organized electronic and paper records in accordance with company procedures
- Answer incoming phone calls and greet on-site visitors in a professional and courteous manner
- Prepare reports, correspondence, and internal documents using standard office software
- Provide general administrative and clerical support to management and staff
- Perform other duties as assigned to support business operations
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Qualifications
This role is best suited for candidates seeking a stable, long-term part‑time position with competitive hourly pay and limited benefits. We are specifically looking for someone who values reliability, consistency, and long‑term contribution rather than frequent job changes.
Education
- High school diploma or equivalent required
Experience & Skills
- Minimum of 2 years of experience in an administrative assistant role; account specialist or account management experience preferred
- Strong organizational skills with high attention to detail
- Ability to work independently with minimal supervision
- Proficiency with Microsoft Word and Excel; experience with databases such as FileMaker preferred
- Ability to handle sensitive and confidential information with discretion
- Strong written and verbal communication skills
- Professional, courteous demeanor when working with customers, vendors, and coworkers
- Ability to multitask, meet deadlines, and adapt in a fast-paced environment
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Schedule & Work Environment
- Part-time position: approximately 30–32 hours per week
- Monday through Friday (flexible weekday scheduling)
- No weekends
- In‑person position based in Menomonee Falls, WI
Job Type: Part-time
Pay: $23.50 - $26.00 per hour
Expected hours: 30 – 32 per week
Benefits:
- Flexible schedule
- Paid time off
Experience:
- Administrative: 2 years (Required)
Work Location: In person
Salary : $24 - $26