BUSINESS OPERATIONS SPECIALIST

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

The Business Operations Specialist supports the Business Finance Manager in budget preparation, expenditure processing and tracking, accounts payable, accounts receivable, and departmental payroll processing for the Department of Employee Relations (DER). The Business Operations Specialist also administers the City’s Tuition Benefit Program, tracks and processes reimbursements, and coordinates City training events and related documentation.

Budget and Financial Operations

·       Support the Business Finance Manager in budget preparation, expenditure processing and tracking, accounts payable, accounts receivable, and departmental payroll processing.

·       Process payments for the delivery of benefits related to Healthcare, Wellness, Dental, Worker's Compensation, Unemployment Compensation, Flexible Spending, employee training, Alternative Transportation, voluntary benefits, and Long Term Disability (LTD).

·       Input statistical and financial data related to all Special Purpose Accounts (SPA), including the $12 million Worker’s Compensation and $100+ million healthcare accounts using Microsoft Excel spreadsheets and other software programs.

·       Track expenditures and projections; monitor departmental salaries, operating expenditures, the equipment budget, and special funds.

·       Provide updates to the DER’s web pages with policies, procedures, training bulletins, forms, and other updates; update links as needed.

Payroll

·       Process payroll and time-entry for the DER employee group.

·       Audit payroll and related reports for accuracy.

·       Prepare payroll and human resources documents.

·       Enter, review, edit, and approve time using CityTime, the City’s online time entry system.

·       Process special pay and calculate retroactive adjustments.

·       Prepare payroll hours, salary dollars, and benefit adjustments.

·       Track employee personnel, payroll, and benefit records using Oracle’s PeopleSoft Human Capital Management (HCM) System.

Tuition Reimbursement/City Training

·       Receive tuition reimbursement applications, make initial judgments, and verify and approve requests; communicate with applicants.

·       Prepare budget estimates. Maintain required application paperwork and prepare Inter-Departmental Requisition Invoice (IRI) reports and contract updates.

·       Pull periodic utilization and expenditure reports for management and process reports for the Office of the Comptroller for payroll processing purposes.

·       Assist with various Citywide training initiatives and track and monitor utilization.

Customer Service

·       Provide support to new City employees following orientation and onboarding; answer inquiries via phone and email.

·       Provide timecard processing and employee benefits support to current DER employees. Provide ongoing support and customer service for employee benefit programs.

·       Provide support to departmental members regarding policies and procedures.

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.

1.    Regular status as 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 financial and budgetary experience performing duties closely related to this position, including the use of advanced features in software applications to produce complex documents.

Equivalent combinations of education and experience may be considered; however, one year of financial and budgetary experience that included using advanced features in software applications to produce complex documents is required, for which education may not be substituted.

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 and understanding of the City’s budgetary process and procedures, including budget preparation and administration.

·       Ability to learn and remain current with payroll and federal compliance requirements for City employees.

·       Ability to read, interpret, and explain benefits, payroll deductions, leave policies, procedures, and forms.

·       Ability to perform accurate data entry and mathematical calculations.

·       Computer skills to efficiently and effectively conduct payroll processes, create documents, maintain databases, produce spreadsheets, and prepare reports using Microsoft Office, particularly Excel; Oracle’s PeopleSoft Financial Management Information System (FMIS); and Oracle’s PeopleSoft Human Capital Management (HCM) System.

Communication, Interpersonal, and Customer Service

·       Verbal communication skills, including the ability to effectively convey detailed information to coworkers and managers.

·       Written communication skills, including the ability to prepare detailed documents and reports using correct English grammatical and punctuation conventions.

·       Interpersonal skills to be able to build and maintain effective working relationships with colleagues and managers.

·       Customer service knowledge and skills to be able to professionally serve internal and external customers.

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

Critical Thinking and Professionalism

·       Honesty, integrity, and the ability to maintain confidentiality.

·       Ability to coordinate, organize, and prioritize work assignments in order to meet regular deadlines.

·       Attention to detail and the ability to perform work with a high degree of accuracy.

·       Ability to remain calm and composed, especially during busy periods such as during City of Milwaukee Open Enrollment.

The current salary range (Pay Range 2GX) is $65,004-$74,974 annually and the resident incentive salary range for City of Milwaukee residents is $66,954-$77,223 annually. 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; written tests; interviews; or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to structured interview panels, performance assessments, 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 3, 2023. 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.

EEO = 202

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