PROGRAM ASSISTANT III & Program Assistant II

PROGRAM ASSISTANT II

Recruitment #2408-0490DC-002

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Introduction

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


Purpose

Program Assistants use advanced knowledge of the policies and procedures associated with a specific program or service area in order to perform a variety of sophisticated office support and administrative duties that support the operational goals of the work unit.

Milwaukee Water Works (MWW) has Program Assistant II and III vacancies in the following sections: Business-Meter Services, Distribution, Engineering, and Plants. These positions support different MWW programs, including the Water Meter Exchange program, Lead Service Line Replacement (LSLR) program, Personnel Administration, and Water Treatment Plant operations.

Essential Functions

Program Support
  • Support a department-specific program or function, such as water service and meter exchange programs, the wireless work order system, lead service line replacements, water main replacement, or human resources/payroll.
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 sections of MWW and City departments to conduct departmental business.
General Office Administration
  • Prepare and process correspondence and other documents using Microsoft Word and other automated systems for review and approval by managers.
  • Proofread written materials to ensure accuracy and correct grammar, punctuation, vocabulary, and spelling.
  • Operate a variety of standard office equipment, including copiers, printers, and fax machines.
Data and File Management
  • Enter, update, and maintain data in various computer databases.
  • Assist with the preparation, compilation, and analysis of statistical reports.
  • Maintain files in both paper and electronic formats.
Payroll Administration
  • Assist with entering payroll-related data and verifying time entry.
  • Assist with onboarding new employees and record staff changes using the human resources information system.
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.

Conditions of Employment

  • Ability to exert up to 10 pounds of force occasionally.

Minimum Requirements

BOTH LEVELS:
  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.

PROGRAM ASSISTANT III:
  1. Associate Degree in office administration, business management, information technology, general studies, or a related field from an accredited college or university.
  2. Three years of administrative support experience performing duties closely related to the position.

PROGRAM ASSISTANT II:
  1. Four years of progressively responsible administrative support experience performing duties closely related to the position.
Equivalent combinations of education and experience may be considered. 

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

Knowledge, Skills, Abilities & Other Characteristics

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 a particular program or operational area.
  • 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 payment processing and payroll administration.
  • Ability to operate standard office equipment, including copiers, printers, and fax machines.
  • Ability to learn and accurately perform cashiering duties.
  • Ability to learn software applications specific to MWW, such as handheld meter reading systems by enQuesta and Itron.
  • Ability to effectively evaluate program needs, data systems, and work process flows.
  • Ability to generate and maintain contract-related reports.
Communication
  • Written communication skills 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 convey information clearly and effectively to customers and coworkers.
Customer Service and Interpersonal
  • Customer service skills, empathy, and tact to be able to serve the public positively.
  • Interpersonal skills to effectively with managers, coworkers, and other City staff.
  • Ability to demonstrate concern for meeting or exceeding the needs of both external and internal customers.
  • Ability to foster teamwork and work collaboratively with others.
  • Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.
Critical Thinking and Organizational
  • 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.
  • Attention to detail and ability to perform work accurately.
Lead Worker and Professionalism
  • Lead worker skills to be able to direct staff performing administrative support tasks.
  • Ability to oversee the operations and maintenance of office equipment.
  • Coping skills to be able to remain calm in sensitive situations.
  • Honesty, integrity, and the ability to maintain confidentiality.

Current Salary

Program Assistant III
The current salary range (Pay Range 5JN) is $2,393.42-$2,886.35 biweekly (Wage Rate); $2,465.22-$2,972.94 biweekly (Resident Incentive Wage).

Program Assistant II
The current salary range (Pay Range 5IN) is $2,216.15-$2,770.19 biweekly (Wage Rate); $2,282.63-$2,853.30 biweekly (Resident Incentive Wage).

Appointment will be made in accordance with the provisions of the salary ordinance.

Selection Process

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 reserves 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.

Additional Information

  • Applications 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.

Conclusion

EEO 501
The City of Milwaukee values and encourages diversity and is an equal opportunity employer.