OFFICE ASSISTANT IV-DNS

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

The Department of Neighborhood Services (DNS) currently has two vacancies for Office Assistant IVs, one assigned to Property Registration and the other to Special Enforcement. Qualified applicants will be considered for both vacancies.

PROPERTY REGISTRATION:

Serve as the lead clerical staff for the Property Registration section, including performing data entry and retrieval, compiling reports, providing support to management, and carrying out general office duties.

SPECIAL ENFORCEMENT:

Act as a lead clerk responsible for the distribution and completion of work by the clerical staff in the division; provide administrative support to management; and provide internal and external customer service.

PROPERTY REGISTRATION:

ADMINISTRATIVE AND CUSTOMER SERVICE

• Provide assistance to the Property Registration staff by handling escalated customer complaints and resolving conflicts.
• Field public inquiries and help people to understand the Property Registration ordinance.
• Prepare and review reports and initiate any needed improvements.
• Issue orders to register and field inquiries to help customers achieve compliance.
• Educate residents, other departments, community groups, title companies, banks, and law firms regarding the Property Registration process and the Residential Properties Pending Foreclosure (RPPF) registration process.
• Monitor and assist with RPPFs, Aldermanic Service Requests (ASRs), complaints, and departmental referrals.

LEAD CLERICAL

• Oversee the distribution and completion of work by the Property Registration staff.
• Assist with the training, direction, and daily monitoring of Property Registration staff.

SPECIAL ENFORCEMENT:

ADMINISTRATIVE AND CUSTOMER SERVICE

• Set up, record, and maintain various computerized reports for multiple programs, including Chronic Nuisance Property data, Sheriff Sales, and other Special Enforcement initiatives. Correspond with collaborating agencies to ensure consistent data transfer.
• Process certified mailings, tracking, and fees for placards and emergency orders.
• Provide telephone and in-person customer service, including responding to inquiries and complaints and working with City officials, community partners, and the general public.
• Provide administrative support to Special Enforcement Manager and Supervisors.
• Provide back-up for the Monthly Inspection Program. 

LEAD CLERICAL

• Oversee the distribution and completion of work by the clerical staff in the division.
• Assign cases and other records in the Land Management System (LMS) to individual inspectors. Review for accuracy and proper routing.
• Serve as a point of contact for information technology (IT) staff and other contractors when computer and office equipment problems arise.
• Develop and implement improved office procedures and practices, including file management, supply ordering, and work distribution. 

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.

• The Office Assistant IV must be able to work during business hours (Monday through Friday from 8:00 a.m. to 4:45 p.m.) to meet operational needs.
• The Office Assistant IV must be able to stand and walk as well as perform light physical work, including exerting up to 10 pounds of force to lift and move objects.

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. Three years of progressively responsible administrative support experience in an office setting performing duties related to this position.

Equivalent combinations of education and experience may be considered.

NOTE: To receive credit for college, transcripts are required and must be received by the application period closing date. College transcripts should be attached to your online application or sent via email to staffinginfo@milwaukee.gov. Unofficial copies are acceptable; however, your transcripts must be legible and include your name, the university name, the degree completed, and the degree completion date.

SPECIAL ENFORCEMENT:

·       Familiarity with order administration and abatement strategies.

·       Proficiency using the Accela Land Management System (LMS).

TECHNICAL

• Knowledge of clerical and customer service best practices.
• Proficiency using standard applications including the Microsoft Office Suite to create documents, use spreadsheets, and generate reports.
• Ability to learn and effectively use the Land Management System (LMS) to assign cases and other manage records.
• Ability to read and interpret job-related documents such as policies, procedures, and forms.
• Knowledge of mathematics and the ability to make accurate calculations to be able to process fees and manage supply ordering.

COMMUNICATION AND INTERPERSONAL

• Ability to provide excellent customer service to the public.
• Written communication skills to be able to compose clear correspondence, create and complete forms, and produce other documents.
• Verbal communication skills to be able to convey information clearly and courteously to internal and external customers alike.
• Ability to remain positive and calm when customers behave in a difficult manner.
• Interpersonal skills to be able to work effectively and cooperatively with managers, employees, and staff from other City departments.
• Ability to work effectively in a team environment, including the ability to work cooperatively with those whose backgrounds may differ from one’s own.

LEAD WORKER

• Ability to oversee the distribution and completion of work by the clerical staff.
• Ability to provide effective on-the-job training for staff.
• Ability to foster an environment of inclusion wherein all employees are treated respectfully, are valued for their strengths, and feel that they can safely express themselves.

CRITICAL THINKING AND PROFESSIONALISM

• Ability to work independently with minimal supervision.
• Ability to effectively organize, prioritize, and complete work assignments accurately within deadlines.
• Ability to pay close attention to details and work well under pressure.
• Problem-solving skills, initiative, and dedication to process improvement.
• Ability to exercise judgment, discretion, and tact in handling departmental matters.
• Honesty, integrity, professionalism, and the ability to maintain confidentiality.

The current salary range (Pay Range 6HN) is $37,830-$41,863, and the resident incentive salary range for City of Milwaukee residents is $38,965-$43,119. Appointment will be made in accordance with 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, a written test, an interview, or other assessment methods. The Department of Neighborhood Services reserves the right to call only the most qualified candidates to oral exams, 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 Friday, July 30, 2021.  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 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 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 603

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