HUMAN RESOURCES ASSISTANT

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

The City of Milwaukee is proud to employ a diverse workforce that is committed to providing exemplary service to the City’s residents. If you have a passion for being a part of an inclusive team of public servants, please consider the following opportunity.

Under the direction of the Human Resources Manager, the Human Resources Assistant provides all administrative support for the staffing function in the Department of Employee Relations. In addition to ensuring selection processes run smoothly, exam materials are accurate and of production quality, exam and applicant materials are maintained efficiently and securely, and candidate communication is accurate and timely, the Human Resources Assistant initiates new work projects and improves processes on a constant basis.

Testing/Exam Preparation

·       Prepare selection process materials, including redacting and copying application materials for rater or departmental review; formatting, proofreading, and copying materials for all types of selection processes (e.g., written and performance examinations, reviews of supplemental questions, and structured interview panels).

Structured Interviews

·       Communicate with and schedule candidates. Format and proofread all structured interview panel materials and ensure secure transmission of the materials to the raters. Ensure pre-interview paperwork is complete; administer written exercises prior to structured interviews. Provide technical support to candidates and raters during the online interviews. Ensure that the schedule runs on time and prepare testing materials for scoring. Retain copies of testing materials (electronic and physical) in a confidential location, ensuring testing security. Provide all day of exam support to raters, Human Resources Representatives and candidates.

Test Administration/Candidate Communication

·       Assist in test administration, test scoring, and the creation of eligible lists. Respond to inquiries from applicants, City employees, and hiring managers relative to the selection process. Assist with day-of administration of performance exams.

Administrative Support

·       Provide administrative support (e.g., formatting, proofreading, copying, scheduling) for the Human Resources Manager and representatives.

·       Assist with proofreading and posting job announcement bulletins in the City’s applicant tracking system; post job announcement bulletins to the City of Milwaukee website and send E-notify alerts. Print and update posted job announcement bulletins on the City Hall board.

·       Produce reports using the Human Resources Management System (HRMS); prepare documents and reports for presentation to customer departments.

·       In accordance with the City’s records retention schedule, create and maintain filing systems (electronic and physical) for the Staffing Division, ensuring confidentiality of examination materials.

·       Troubleshoot equipment problems; research and make recommendations for the acquisition of equipment for departmental use.

·       Monitor office supply levels and assist with light technical support as needed.

·       Proactively seek improvements to staffing processes.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

• The Human Resources Assistant may be required to work evenings and weekends in order to perform duties related to test administration and recruitment.
• The Human Resources Assistant performs light work and must be able to move and lift up to 10 pounds occasionally.

Technical

·       Knowledge of customer service best practices and the ability to incorporate them into operations.

·       Knowledge of administrative support methods, systems and terminology.

·       Ability to efficiently utilize office equipment, such as telephones, computers and copiers.

·       Ability to read and interpret personnel policies, the Milwaukee Code of Ordinances (including the Salary and Positions Ordinances), and Civil Service Rules.

·       Ability to read, interpret, and write reports.

·       Ability to perform accurate data entry to use the DER’s applicant tracking system.

·       Ability to learn and effectively use the HRMS system in order to produce reports and to retrieve data.

·       Intermediate to advanced skill in using standard computer applications such as word processing, spreadsheet, and presentation.

Communication/Interpersonal

·       Ability to communicate clearly and effectively on the phone and in person with job applicants as well as internal and external subject matter experts.

·       Written communication skills to proofread documents so that they are publication-ready; knowledge of English language grammatical and punctuation conventions.

·       Interpersonal skills to be able to build effective working relationships with managers, fellow staff, and city contacts.

·       Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.

Critical Thinking/Professionalism

·       Ability to think critically and analytically.

·       Superior organizational skills, including the ability to maintain multiple filing systems.

·       Ability to handle multiple priorities and to work within tight time constraints.

·       Ability to exhibit exemplary professionalism and maintain composure regardless of frequent interruptions.

·       Ability to work with sensitive information.

·       Integrity and the ability to maintain complete confidentiality.

·       Ability to perform work with a high degree of accuracy.

The starting salary (5IN) is $48,735 annually, and the resident incentive starting salary for City of Milwaukee residents is $50,197 annually. 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 Employee Relations 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, March 31, 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 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 or who have status as a City of Milwaukee employee in a fixed term 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 www.jobapscloud.com/MIL.
• Applications and transcripts should be submitted no later than the deadline listed above.
• 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.

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