ADMINISTRATIVE ASSISTANT II

**ONLY CURRENT CITY OF MILWAUKEE EMPLOYEES WILL BE CONSIDERED**

The Administrative Assistant II performs support functions for the Business Operations Manager, in addition to performing support and accounting functions for the Infrastructure Services Division.

• Assist in the processing of contract payments, change orders, and closeouts.
• Assist in processing monthly progress invoices from the Wisconsin Department of Transportation (WisDOT).
• Maintain an Excel spreadsheet of all invoices sent and final progress invoices from WisDOT, along with the receipt of all reimbursements on grant project invoices.
• Request and print backup documentation for monthly progress invoices.
• Type correspondence to WisDOT and make copies of backup information for files, distribution, and mail.
• Send City invoice updates to WisDOT Project Managers.
• Create and maintain folders for all grant-related projects, including the Project History sheets for all grant projects and the year-end record retention lists.
• Prepare confidential reports, memos, and letters.  

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.

1. Regular status as a City of Milwaukee employee, having successfully completed a probationary period for a civil service position.  
2. Three years of administrative support experience, including one year of experience supporting accounting functions.

• Basic knowledge of accounting terminology and concepts and a working knowledge of the City's accounting system and purchasing procedures.
• Ability to effectively use the Microsoft Office Suite, including the ability to create, maintain, and use complex spreadsheets, documents, and databases.
• Knowledge of customer service principles and the ability to respond to inquiries with tact, diplomacy, and discretion.
• Ability to read and understand work-related documents.
• Knowledge of mathematics and the ability to make accurate calculations to be able to monitor expenditures and payroll.
• Written communication skills to be able to compose clear and error-free correspondence, letters, and reports.
• Ability to plan and prioritize assignments and produce accurate work by established deadlines.
• Ability to cope with frequent interruptions, changing priorities, and stressful situations.
• Ability to use independent judgment to perform essential tasks under general direction.
• Ability to work effectively with people from all cultural, educational, and socioeconomic backgrounds to accomplish work goals.
• Ability to maintain the highest degree of confidentiality regarding all work-related matters.

The current starting salary (6HN) is $37,830 and the resident incentive starting salary for  City of Milwaukee residents is $38,965. 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, written tests, interview, or other assessment methods.  The Department of Employee Relations and DPW-Infrastructure reserve the right to call only the most qualified candidates to oral, performance tests 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 the application 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 Department of Employee Relations and/or the hiring authority.   

NOTE: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current non-probationary City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process will be considered. Individuals with exempt, provisional, temporary or emergency appointments are not eligible for transfer/promotional opportunities.  

APPLICATION PROCEDURE: Applications 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.