PROGRAM ASSISTANT II

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

Under the direction of the Retirement Plan Manager, the Program Assistant II supports the Employes’ Retirement System (ERS) and the ERS Board in the administration of the City’s Life Insurance program.

Program Support

• Administer the active life insurance program through completion of enrollment applications for new and active employees, including changes in coverage and beneficiary designation. 
• Maintain appropriate records and databases to ensure compliance with applicable law.
• Assist in preparing program reports for management, third party administrators, the City of Milwaukee, and the ERS Board.
• Provide member account tracking, billing, and payment processing for employees and retirees who are billed directly for Life Insurance Premiums, including active employees not on payroll or retirees with insufficient funds on their paycheck.
• Assist in conducting new employee life insurance and related retirement workshops.
• Generate, bill, and track payments from agencies for employer-paid portion of premiums.

Customer Service

• Answer telephones, direct calls, and take messages.
• Provide excellent customer service by phone and in person, including responding to inquiries and explaining departmental policies and procedures.
• Maintain effective working relationships with various City departments, active City employees, and retirees to conduct departmental business.

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.

Please be advised that new employees are required to have received either both doses of the Moderna or Pfizer or one dose of the Johnson & Johnson vaccine prior to their employment start date or have an approved religious or medical accommodation prior to their employment start date. You can find further information relative to the City’s Covid-19 Vaccination Policy here.

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. Four years of administrative support experience performing duties related to the position.

Equivalent combinations of education and experience may be considered. For example, an associate degree in business administration, finance, or legal studies PLUS two years of experience as described under #2, above, is considered equivalent.

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

Technical

• Knowledge of best practices for providing administrative support.
• Ability to read and interpret job-related documents, such as instructions, policies, procedures, reports, ordinances, and contracts.
• Ability to attain thorough knowledge of the City’s Life Insurance program.
• Proficiency using word processing and spreadsheet applications to produce documents and reports.
• Knowledge of database management and the ability to perform accurate data entry.
• Ability to learn and use the City’s human resources information system, financial management information system, and other enterprise systems.
• Knowledge of mathematics and the ability to make accurate calculations to execute various functions such as account tracking, billing, and payment processing.
• Ability to operate standard office equipment, including copiers, printers, and fax machines.

Communication

• Written communication skills to be able to proofread documents and produce clear and concise business correspondence.
• Knowledge of the English language, including proper sentence structure, grammar, and punctuation.
• Verbal communication skills to be able to convey information clearly and effectively to customers and coworkers.

Customer Service and Interpersonal

• Customer service skills, empathy, and tact to be able to serve new and active employees as well as retirees positively.
• Ability to diplomatically address concerns from irate customers.
• Interpersonal skills to be able to work effectively with managers, coworkers, other City staff, vendors, and other outside agencies.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.

Critical Thinking, Organizational, and Professionalism

• Ability to work with managers and professionals to compile and analyze information.
• Ability to solve problems satisfactorily and exercise sound judgment.
• Ability to exercise independence in carrying out the responsibilities of the position.
• Ability to show initiative and continually improve processes.
• Ability to plan and complete work assignments in a timely manner.
• Ability to accurately maintain numerical and alphabetical filing systems.
• Attention to detail and ability to perform work accurately.
• Coping skills to be able to remain calm in sensitive situations.
• Honesty, integrity, and the ability to maintain confidentiality regarding all work-related matters.

The current annual starting salary (Pay Range 5FN) is $43,390, and the current resident incentive starting salary for City of Milwaukee residents is $44,691. Appointment will be made in accordance with the provisions of the 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, written tests, interview, or other assessment methods. The Department of Employee Relations and the Employes’ Retirement System reserve 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.

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 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 located in 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.