What are the responsibilities and job description for the Administrative Assistant position at Certified Scale Inc.?
Job Title: Part-Time Administrative & Quality Coordinator (30 hrs/week)
Location: Menomonee Falls, WI
Schedule: Approximately 30 hours per week (flexible within business hours)
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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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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
Position Overview
This position is primarily administrative (approximately 75%) with additional responsibility supporting documentation and quality-related processes (approximately 25%). The role is ideal for someone who enjoys organization, accuracy, and working independently in a professional small business environment.
This role also offers the opportunity to take on increasing quality and process responsibilities over time for the right candidate.
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Key Responsibilities
Administrative & Operations
- Answer phones and respond to customer emails
- Schedule service calls and coordinate appointments
- Order entry and customer record management
- Vendor communication and purchasing support
- Maintain organized files and office systems
- Assist with bookkeeping coordination and administrative support
- Update internal databases and website information
- Handle shipping and receiving paperwork
- Other duties as assigned
Documentation & Quality Support
- Prepare and format test reports
- Write clear summaries of inspections based on technician input
- Maintain accurate records and documentation
- Manage document control and file organization
- Update logs, certifications, and tracking systems
- Assist with audit preparation and compliance tracking
- Help maintain consistency and accuracy in processes and documentation
- Other duties as assigned
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Qualifications
- 2 years of administrative, office coordination, or related experience preferred
- Strong attention to detail and organizational skills required
- Excellent written communication skills
- Comfortable working with reports, records, and documentation
- Proficient in Microsoft Office (especially Word and Excel)
- Ability to learn internal systems and processes quickly
- Experience with technical documentation or quality systems is a plus
- Interest in process improvement or quality systems preferred
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What We’re Looking For
- Highly organized and dependable
- Strong follow-through and attention to detail
- Comfortable handling a variety of responsibilities
- Able to work independently in a small team environment
- Interested in growing into additional quality-related responsibilities over time
- Specifically seeking a stable, long-term part-time position
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Compensation
- $24–$27 per hour, depending on experience
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Why This Role?
- Flexible part-time schedule
- Stable, long-term position
- Opportunity for growth and increased responsibility over time
- Variety of responsibilities in a professional environment
- Key role supporting company operations and documentation quality
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To Apply:
Please submit your resume along with a brief note about your experience and why this type of role fits what you’re looking for.
Job Type: Part-time
Pay: $24.00 - $27.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Experience:
- Microsoft Excel: 2 years (Required)
- Typing: 5 years (Required)
- Quality systems: 1 year (Preferred)
- Administrative: 2 years (Required)
Language:
- English (Required)
Work Location: In person
Salary : $24 - $27