PROGRAM ASSISTANT I

Under the direction of the Business Operations Manager, the Program Assistant I performs personnel, payroll, and accounting functions and provides administrative support for the Common Council and all divisions of the City Clerk’s Office.

Payroll and Accounting Duties

• Process and keep payroll records for elected officials and all divisions in the City Clerk’s Office.         
• Maintain salary histories and answer questions regarding pay practices.        
• Input data and personnel transactions, produce reports, process pay increases and adjustments, and retrieve information from the Human Resources Management System (HRMS). 
• Process payroll and allowances for elected officials, management, represented employees and Milwaukee Police Association liaisons.
• Process annual pay increases and other adjustments.
• Produce reports for departmental management; retrieve information from HRMS.  
• Provide backup for Family Medical Leave Act (FMLA), Workers Compensation and unemployment requests.
• Process account payable voucher for refunds.

Office Administration

• Provide administrative support and backup for posting notices, updating the website calendar, scheduling meeting rooms, oaths of office, and temporary staff.        
• Maintain up-to-date calendar/database and schedule of meetings for committee room assignments.
• Assist in the publication of matters as required by City Charter and Statutes.         
• Proofread published items and file affidavits with State and County as required.        

Customer Service

• Serve as a backup for the Reception area as needed.
• Greet and assist walk-in customers.
• Answer incoming phone calls and respond or route accordingly.

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 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 experience performing administrative work closely related to the duties described above.

Equivalent combination of education and experience may be considered

• Experience performing personnel and/or payroll related duties.

Technical

• Ability to learn and perform payroll and personnel related transactions in a timely and accurate manner.
• Proficiency with word processing and spreadsheet software, such as Microsoft Office and the Internet.
• Ability to learn and conduct record searches.
• Ability to maintain complete and accurate records.
• Familiarity with office equipment, including telephones, computers, copiers, and fax machines.
• Knowledge of proper English language conventions, including spelling, grammar, and punctuation, to be able to write and edit correspondence.
• Accurate keyboarding and data entry skills.
• Ability to read, understand, and process work-related documents, such as bills, correspondence, forms, and reports.

Communication and Interpersonal

• Verbal communication skills to communicate effectively with others, both in person and over the phone.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one's own.
• Knowledge of the principles and practices of providing effective customer service.
• Ability to establish and maintain positive relationships with supervisors, coworkers, elected officials, and the public to meet organizational goals and objectives.
• Ability to understand and follow instructions, both written and verbal.
• Written communication skills, including the ability to accurately record information and prepare correspondence.
• Ability to work well in a team environment.

Judgment and Professionalism

• Ability to organize assignments and management time to complete tasks in a timely manner with changing priorities.
• Ability to keep detailed and accurate records.
• Integrity and the ability to maintain complete confidentiality.
• Attention to detail.
• Ability to work with sensitive information.
• Ability to identify opportunities for process improvement.
• Ability to approach problems in a logical manner and develop and implement solutions.

The current salary range (Pay Range 5EN) is $42,980-$49,583 annually, and the resident incentive salary for City of Milwaukee residents is $44,269-$51,071 annually. 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, an evaluation of written communication, interviews, and/or other assessment methods. The Department of Employee Relations and the Common Council-City Clerk’s Office 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.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.