ADMINISTRATIVE SPECIALIST- SR

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

The Administrative Specialist – Senior provides confidential administrative and operational support to the Commissioner of Public Works and to the DPW Administrative Services Director in the areas of human resources and open records requests.

Administrative

• Manage and conduct high level and confidential administrative activities.
• Liaise with elected officials, the Mayor’s Office and other City departments.
• Manage office contacts and inform the Commissioner of any potential issues.
• Provide backup to the Administrative Services Support Liaison in reviewing, distributing and preparing Special Event Permits.
• Prepare invoices to collect permit fees and deposits.
• Maintain the Commissioner’s calendar events and meetings.

Open Records

• Serve as point of contact for open records requests.
• Execute open records request in a timely and accurate manner.

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 professional experience will be considered.

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.

• Familiarity with the City’s PeopleSoft Human Resources Management System (HRMS) and CityTime.
• Wisconsin Public Notary.

Technical

• Knowledge of office procedures, systems, terminology, and equipment.
• Ability to perform mathematical calculations to execute various functions such as preparing invoices and collecting fees.
• Ability to read and accurately apply work related policies, ordinances, and rules. 
• Ability to work with computerized accounting systems and spreadsheets.
• Knowledge of the English language, including proper sentence structure, grammar, and punctuation.

Judgment and Responsibility

• Ability to display consistent initiative.
• Ability to multi-task and meet varying deadlines regularly.
• Ability to work well independently and to function as part of a team.
• Ability to organize, prioritize, and complete work assignments using effective time management skills.
• Attention to detail to ensure accuracy in work.
• Honesty, integrity, and ability to maintain confidentiality regarding all work-related matters.

Communication and Interpersonal

• Effective verbal communication skills.
• Written communication skills to be able to craft clear and accurate reports and correspondence.
• Ability to serve customers, such as departmental staff, residents, representatives of City departments and outside contractors, with tact and diplomacy.
• Ability to work effectively with people from all cultural, educational, and socioeconomic backgrounds to accomplish department goals.

The current salary range (Pay Range 2EX) is $50,636-$65,989 annually, and resident incentive salary range for City of Milwaukee residents is $52,155-$67,969. 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, 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.

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