OFFICE ASSISTANT IV-T/P

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

Forestry:

In the Forestry Section, the Office Assistant IV provides administrative support including, performing data entry and retrieval, compiling reports, providing support to management, and carrying out general office duties.

Sanitation:

In the Sanitation Section, the Office Assistant IV provides administrative support in the district field offices, including payroll, data entry and retrieval, and customer service.

Forestry

• Maintain complete up-to-date personnel records such as timecards using the time entry system, absence analysis calendars, time owed and allowed, vacation schedule, sick leave requests and accident reports.
• Complete work progress reports for personnel, equipment, materials and work.
• Provide customer service, including responding to inquiries and complaints from City officials, other city departments, and the public.
• Record and dispatch emergency calls for service due to weather conditions.
• Submit remote entry requests to the Diggers Hotline regarding potential hazards to forestry crews.
• Type and transcribe reports, letters, and other documents.
• Provide office coverage during snow and ice control operations. 

Sanitation

• Maintain complete, accurate, and up-to-date payroll records for all sanitation employees.
• Assist employees with related forms and questions regarding City policies and procedures.
• Assist supervisors in tracking discipline and documentation. 
• Maintain physical and electronic filing systems for service requests, cart records, and inventory.
• Update and maintain the inventory of supplies for the office and yard. 
• Assist with and prepare route frequency and other reports.
• Prepare and distribute maps of various sanitation services and plow routes.
• Provide customer service, including inquires and complaints from City officials and residents.
• Update work orders from the call center database relative to resident and aldermanic service requests.
• Coordinate and track contracted service work orders, completions and associated invoices.
• Provide office coverage during snow and ice control operations.

The Office Assistant IV must be able to work extended hours, weekends, and holidays to accommodate snow and ice control assignments.

1. 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.
2. Three years of progressively responsible administrative support experience in an office setting performing duties related to this position.

Equivalent combinations of education and experience may be considered.

NOTE: To receive credit for college, transcripts are required and must be received by the application period closing date. College transcripts should be attached to your online application or sent via email to staffinginfo@milwaukee.gov. Unofficial copies are acceptable; however, your transcripts must be legible and include your name, the university name, the degree completed, and the degree completion date.

• Experience with payroll or personnel record keeping.

TECHNICAL

• Knowledge of clerical and customer service best practices.
• Proficiency using standard applications including the Microsoft Office Suite to create documents, use spreadsheets, and generate reports.
• Ability to read and interpret job-related documents such as policies, procedures, and forms.
• Ability to use standard office equipment including copiers and fax machines.
• Knowledge of payroll processing and personnel record keeping.

COMMUNICATION AND INTERPERSONAL 

• Ability to provide excellent customer service to the public.
• Written communication skills to be able to compose clear correspondence, create and complete forms, and produce other documents.
• Verbal communication skills to be able to convey information clearly and courteously to internal and external customers alike.
• Ability to remain positive and calm when customers behave in a difficult manner.
• Interpersonal skills to be able to work effectively and cooperatively with managers, employees, and staff from other City departments.
• Ability to work effectively in a team environment, including the ability to work cooperatively with those whose backgrounds may differ from one’s own.

CRITICAL THINKING AND PROFESSIONALISM

• Ability to work independently with minimal supervision.
• Ability to effectively organize, prioritize, and complete work assignments accurately within deadlines.
• Ability to pay close attention to details and work well under pressure.
• Problem-solving skills, initiative, and dedication to process improvement.
• Ability to exercise judgment, discretion, and tact in handling departmental matters.
• Honesty, integrity, professionalism, and the ability to maintain confidentiality.

The current salary range (Pay Range 6HN) is $38,587, and the resident incentive salary range for City of Milwaukee residents is $39,744.  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 Department of Public Works 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 March 1, 2022.  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 Department of Employee Relations and/or 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 can be accessed by visiting www.jobapscloud.com/MIL.
• 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 in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO 603

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