ADMINISTRATIVE SERVICES COORDINATOR

*THIS POSITION IS OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES ONLY*

The Administrative Services Coordinator is responsible for oversight of primary office administration, including performing Human Resource Management Systems (HRMS) and Financial Management Information Systems (FMIS) functions and payroll, establishing office policies and procedures, managing vendor relationships, collaboratively supervising the Temporary Office Assistant staff, and providing administrative support to the Executive Director, Election Services Manager, and Business Systems Administrator. The Administrative Services Coordinator reports to the Executive Director of the Election Commission. Election-related duties are primarily administrative, such as publishing legal election notices and maintaining updated candidate files.

• Utilizing the City’s FMIS and other city systems, the department’s accounts payable and receivable functions.
• Audit vendor invoices prior to payment, research discrepancies, and initiate the appropriate corrective actions. Serve as the department’s ProCard manager.
• Utilizing the City’s HCM system, perform payroll functions for eight to over 200 employees, depending upon the election cycle. Provide back-up support to the Election Worker staff in order to complete post-election worker payroll.
• Work collaboratively with staff to purchase and maintain office and election-related inventory, minimizing costs-whenever possible.
• Research, compile and analyze purchasing and service activities; resolve discrepancies.
• Establish and train all departmental staff on standard office protocols and procedures, including setting and monitoring office hours and staff schedules.
• Monitor the customer service performance of the office staff and provide regular feedback to the Executive Director.
• Establish standards and maintain an office-wide system for managing paper and digital files. Maintain personnel files for all employees, including updating job descriptions.
• Work with City departments to address issues related to office functionality, including those related to IT-  and office equipment. Maintain updates to departmental website, as directed by program staff.
• Ensure compliance with all public notice requirements related to election administration and Board of Election Commissioner meetings.
• Act as the department’s liaison to the City’s Board of Ethics in distributing, collecting, and forwarding candidate Statements of Economic Interest.
• Provide administrative support to the Board of Election Commissioners, including setting agendas, taking minutes, and completing post-election Municipal Canvass reporting requirements.
• Compile and publish the department’s Biennial Report of election results.
• Act as the department’s primary contact for private-facility voting sites, including disseminating annual contracts, establishing invoicing agreements, and maintaining contact information.

Reasonable accommodations requested by qualified individuals with disabilities will be made in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

• During periods leading up to high turnout elections (usually in the autumn of even-numbered years), early morning, evening or weekend work will be required.  
• Hours of work on Election Day begin at 6:00 a.m. and end at approximately 9:30 p.m.  Elections occur on two days in the odd-numbered years and on four days in the even-numbered years. 

1. Regular status as City of Milwaukee employee, having successfully completed a probationary period for a civil service position.
2. Bachelor’s degree in political science, public administration, business administration or a closely related field from an accredited college or university.
3. Two years of experience in accounting, budgeting or office administration performing organizational duties related to the essential functions above.
4. Valid driver’s license at the time of appointment and throughout employment.

Equivalent combinations of education and experience may also be considered.

IMPORTANT NOTE: College transcripts are required and must be received by the application period closing date. Transcripts should be attached to your online application. Applications without transcripts attached will be considered incomplete and will be rejected. Student/unofficial copies are acceptable; however, your transcript must be legible and include your college/university name, your name, the degree completed (if applicable) and the date completed.

• Experience with data management and software systems.

• Ability to learn and maintain knowledge of elections and electoral process.
• Ability to learn and maintain knowledge of governmental operations and procedures related to the department and elections.
• Ability to develop a working understanding of election law.
• Knowledge of accounting, budgeting payroll, purchasing, and reporting in order to process transactions.
• Knowledge of mathematics and the ability to perform accurate calculations to carry out accounting-related duties.
• Planning, organizational, and project management skills to be able to accurately maintain a large volume of records, handle multiple assignments simultaneously, adjust to changing priorities, and complete assignments in a timely manner.
• Knowledge of customer service best practices.
• Ability to employ innovative approaches to meeting and resolving assignments and critical issues.
• Ability to effectively direct the activities of temporary office staff and election workers.
• Ability to establish and maintain effective working relationships with City officials, other employees and the general public.
• Proficiency using word processing software, spreadsheet, presentation, and database software.
• Ability to read and understand work-related documents such as manuals, policies, and procedures.
• Ability to prepare written reports and other correspondence used for clear and concise communication of information.
• Ability to actively listen and communicate verbally and in writing with diverse groups of people including co-workers, election workers, citizens, elected officials and representatives from other government agencies.
• Interpersonal skills to effectively develop and maintain working relationships with culturally diverse individuals inside and outside the organization.
• Critical thinking skills, including analytical and problem-solving skills, decision-making skills, and sound judgment.
• Ability to maintain confidentiality of restricted information.
• Ability to represent the department with professionalism, honesty, and integrity.
• Highly motivated, self-directed and well organized.
• Initiative, honesty and integrity.

The starting salary (5JN) is $49,344 and the resident incentive starting salary for City of Milwaukee residents is $50,824. Appointment will be made in accordance with the City of Milwaukee salary ordinance.

THE SELECTION PROCESS will be job-related and will consist of one or more of the following: an evaluation of related education, experience, and accomplishments, a written test, an interview, or other assessment methods. The Election Commission reserves the right to call only the most qualified candidates to oral exams, performance tests, or personal interviews. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

INITIAL FILING DATE – The selection process will be held as soon as practical after Friday, September 4, 2020. Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the needs of the City have been met. The applicant is responsible for attending all phases of the selection process at the time and place designated by the hiring authority.

NOTE: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process who have successfully passed a probationary period for a Civil Service position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

• APPLICATIONS and further information may be accessed by visiting, http://city.milwaukee.gov/der/jobs.
• If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
• The Department of Employee Relations is located at City Hall, 200 E. Wells St., Room 706, Milwaukee, WI 53202

EEO 501

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.