PROGRAM ASSISTANT II

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

The Program Assistant II provides administrative support, including the opening of and advertising bids, awarding of contracts, monitoring and reporting on Small Business Enterprises (SBEs) participating on Department of Public Works (DPW) contracts, administration of the online bidding platform, and provision of customer service to the contracting community.

Administrative Support

• Assist in the administration of all contract execution and compliance functions.
• Evaluate invoices and forward to appropriate accounting staff for payment.
• Maintain the electronic software bidding system and assist with troubleshooting the system.
• Perform duties as assigned such as providing administrative support to the Commissioner’s Office in the absence of the Administrative Specialist‑Senior or the Administrative Support Specialist.

Customer Service

• Respond to inquiries from internal staff and the contracting community.
• Host virtual bid openings, review SBE compliance documents, and advertise results of bid openings.

Analysis and Reporting

• Conduct evaluations on program needs, data systems, work process flow, and reporting requirements.
• Research and report on various data sets and reports.

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 progressively responsible administrative support experience related to performing duties closely related to the position.
3. Certification as a Wisconsin Notary Public within three months of appointment and throughout employment.

Equivalent combinations of education and professional experience will be considered.

Technical

• Knowledge of best practices for providing administrative support.
• Ability to read and interpret job-related documents such as City Statutes and City Ordinances related to both contract execution and contract compliance.
• Ability to effectively utilize standard computer programs such as Microsoft Word, Excel, and Outlook.
• Ability to effectively operate office equipment, including telephones, computers, copiers, and fax machines.
• Knowledge of the principles and practices of providing customer service.
• Ability to provide excellent customer service to people from all socioeconomic, educational, and cultural backgrounds.
• Ability to effectively evaluate program needs, data systems, and work process flow.
• Ability to generate and maintain contract-related reports.

Communication and Interpersonal

• Written communication skills to be able to write reports and other documents that are thorough, clear, well-crafted, and error-free.
• Verbal communication skills to be able to serve the contracting community effectively.
• Ability to demonstrate concern for meeting or exceeding the needs of external and/or internal customers.
• Ability to exercise tact and diplomacy.
• Ability to foster teamwork and desire to work cooperatively with others in the Department.
• Ability to work cooperatively and effectively with coworkers and residents whose backgrounds may differ from one’s own.
• Ability to gain others’ support for ideas, proposals, projects, and solutions.
• Skill in identifying information needed to clarify a situation, seeking the information from appropriate sources, and using skillful questioning to draw out the information when others are reluctant to disclose it.

Judgment and Professionalism

• Analytical and quantitative reasoning skills.
• Ability to work independently.
• Initiative and planning skills.
• Ability to use sound judgment when making decisions.
• Ability to organize assignments and manage time to complete tasks based on departmental deadlines.
• Honesty, integrity, and the ability to maintain confidentiality regarding all work-related matters.

The current salary range (Pay Range 5FN) is $44,257-$50,197 annually, and the current resident incentive salary range for City of Milwaukee residents is $45,585-$51,730. Appointment will be made in accordance with the provisions of 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, an evaluation of written communication, interviews, and/or other assessment methods. The Department of Employee Relations and the Department of Public Works reserve the right to call only the most qualified candidates to proceed in the selection process. 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 the deadline listed above. 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 can be accessed by visiting www.jobaps.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 located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO Code = 501

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