ADMINISTRATIVE ASSISTANT II

Located on the western shore of Lake Michigan, Milwaukee is an urban hub bursting with energy. Milwaukee provides a casual sophistication – big city appeal without the big city hassles. We are accessible and affordable, and our residents are welcoming. Milwaukee has evolved through the years, bringing together its unsurpassed old world charm with a breathtaking Art Museum, top-flight arts and cultural attractions, professional sports, lakefront festivals, recreational opportunities, and great restaurants.

The Administrative Assistant II functions as an executive and confidential administrative assistant to the Department of City Development (DCD), supporting the Long Range Planning, Planning Administration, and Real Estate staff. 

Provides administrative support to the Department of City Development:

• Acts as division liaison for managers with elected officials, department heads, developers, architects, and the general public. 
• Answers calls and addresses in-person inquiries.
• Assists with scheduling meetings, voicemail, prioritizing mail, and preparing correspondence.
• Assists managers in coordinating and monitoring the completion of projects assigned to staff.
• Researches data related to real estate and maintains real estate sales files.
• Researches and collects data from around the country on issues and prepares reports.
• Assists with the mailing, printing, routing, filing, and routine data entry required for neighborhood meetings and the processing of planning applications, such as certified survey maps and street and alley vacations.
• Coordinates acquisition of supplies and materials for the Planning Division.
• Facilitates records retention and management for Planning Division.
• Develops and maintains the planning library system and database.
• Reviews and submits timecards for the Planning Administration and Long Range Planning staff. Coordinates Earn and Learn Summer Youth interns for Planning Division.

Coordinates preparation for the City Plan Commission meetings:

• Facilitates meetings, scheduling, and the preparation and distribution of public hearing notices, meeting notices, calendars, agendas, mailing lists, and meeting materials when City Clerk liaison is not available.
• Prepares correspondence and mailings.
• Coordinates directly with Commission members regarding scheduling and attendance at meetings and annual conferences.
• Provides information to the general public, applicants, other departments and elected officials.

Reasonable accommodations requested by qualified individuals with disabilities will be made in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

• Four years progressively responsible administrative support experience, including two years of confidential, executive level support experience.

Four years progressively responsible administrative support experience, including two years of confidential, executive level support experience.

IMPORTANT NOTE: College transcripts are required and must be received by the application period closing date. Transcripts should be attached to your online application. Applications without transcripts attached will be considered incomplete and will be rejected. Student/unofficial copies are acceptable; however, your transcript must be legible and include your college/university name, your name, the degree completed (if applicable) and the date completed.

• Written communication skills; ability to produce and proofread correspondence, reports, and other documents.
• Customer service skills and knowledge of proper phone etiquette.
• Oral communication skills to professionally, effectively, and efficiently interact with a diverse group of internal and external customers, such as managers, coworkers, community leaders, and members of the general public and private sector.
• Ability to work cooperatively and effectively with coworkers and citizens whose backgrounds may differ from one’s own.
• Ability to work both independently and in a team environment.
• Ability to organize and maintain files, records and schedules, and coordinate activities and operations.
• Knowledge of software applications such as word processing, email, presentation software and spreadsheets; skill in using these programs at an intermediate level.
• Ability to read and accurately interpret policy determinations and other work-related documents.
• Time management skills, including the ability to manage multiple and competing priorities.
• Ability to perform job responsibilities with accuracy and attention to detail.
• Honesty, integrity, sound judgment, and the ability to maintain confidentiality.

The current salary range (Pay Range 6HN) for City of Milwaukee resident is $37,830-$41,863 annually, and the non-resident salary range is $36,902-$40,836. Appointment will be made in accordance with the provisions of the salary ordinance.

The City of Milwaukee provides a comprehensive benefit program which includes:  

• Defined Benefit Pension Plan
• 457 Deferred Compensation Plan
• Health and Dental Insurance
• Comprehensive Wellness Program
• Onsite Clinic Services
• Onsite Employee Assistance Program
• Alternative Work Schedules
• Long Term Disability Insurance
• Group Life Insurance
• Tuition Benefits
• Paid Vacation
• 11 Paid Holidays
• Paid Sick Leave and other paid leaves
• Flexible Spending Arrangement
• Commuter Value Pass  

For full details of the benefits offered by the City of Milwaukee, please visit http://city.milwaukee.gov/Benefits2018.

  

THE SELECTION PROCESS will be job related and will consist of one or more of the following: education and experience evaluation; written, oral, or performance tests, or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to oral and performance examinations. Oral examinations may include written exercises. Selection process component weights will be determined by further analysis of the job.

INITIAL FILING DATE - The examination will be held as soon as practical after Friday, July 27, 2018. 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. Qualified applicants will be notified of the date, time, and place of the examination. Unless otherwise required by law, the City of Milwaukee will not provide alternative test administration. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.

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 603

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