OFFICE ASSISTANT IV-MPL

If you have 3+ years of administrative support experience in an office setting, this may be the position you’ve been seeking! Working in the Milwaukee Public Library (MPL) is interesting and rewarding and offers opportunities for advancement. Office Assistant IVs also receive excellent benefits, described below.

The Milwaukee Public Library is committed to providing the highest quality of service to internal and external customers.  In meeting this commitment, employees are expected to be knowledgeable, competent, dependable and courteous in the performance of their job responsibilities, and to work cooperatively as part of a team.

The City of Milwaukee is proud to employ a diverse workforce that is committed to providing exemplary service to the City’s residents. If you have a passion for being a part of an inclusive team of public servants, please consider the following opportunity.

The Office Assistant IV has primary responsibility for coordinating and scheduling meetings, serving external and internal customers, and providing clerical support and assistance to the Library Administrative Team.

ADMINISTRATIVE SUPPORT

• Compose, edit, and prepare a variety of correspondence for communication with patrons, community partners, and other City departments.
• Provide reception and telephone support for Library Administration; route requests to the appropriate managers.
• Provide a range of confidential and non-confidential administrative support to various areas of the Library system, including the Public Service Area Managers and other Administrators.
• Create documents and forms for Library Administration, including memoranda, procedures, meeting agendas and minutes, and reports.
• Gather and input statistical information for reports; ensure accuracy of contents and timeliness of material.
• Maintain files in both paper and electronic formats.
• Scan, photocopy, and fax documents.
• Assist with entering payroll-related data and verifying time entry.
• Develop and maintain a procedures manual.
• Process library program requests.
• Update the fund management spreadsheet.
• Serve as primary backup to the Administrative Assistant IV, including serving as assistant to the Secretary at MPL Board meetings.

STAFF COORDINATION SUPPORT

• Arrange for emergency help to requesting branch libraries to maintain public service.
• Coordinate emergency help documentation including logs, emergency help schedules, and weekly branch library staff schedules.

MAIL AND SUPPLIES PROCESSING

• Oversee the ordering and inventorying of office supplies.
• Assume responsibility for office equipment maintenance and supply management.
• Sort and deliver mail.

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. 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 also be considered.

NOTE: To receive credit for related college coursework, 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 (if applicable), and the degree completion date.

·       Knowledge of Milwaukee Public Library policies and procedures.

·       Bilingual in English and Spanish.

TECHNICAL

·       Knowledge of office procedures, systems, terminology, and equipment.

·       Ability to read and understand work-related documents.

·       Proficiency using word processing, spreadsheet, database, and email software to type letters, memos, and messages as well as to enter and edit data accurately.

·       Knowledge of English writing mechanics and the ability to proofread documents and reports.

·       Written communication skills to be able to prepare clear and concise correspondence and documents.

·       Verbal communication skills so as to share information with customers effectively.

INTERPERSONAL AND CUSTOMER SERVICE

·       Ability to provide excellent customer service to the public, exercising empathy and tact in all interactions.

·       Interpersonal and teamwork skills to be able to work effectively with supervisors and coworkers.

·       Ability to work cooperatively and fairly with others whose backgrounds may differ from one’s own.

·       Ability to work well independently.

ORGANIZATIONAL

·       Organizational skills and the ability to perform job duties with accuracy and attention to detail.

·       Time management and prioritization skills.

·       Ability to accurately maintain numerical and alphabetical filing systems.

·       Ability to process mail, oversee supply management, and ensure that office equipment is properly maintained.

·       Ability to show initiative and continually improve processes.

PROFESSIONALISM

·       Ability to represent the department positively.

·       Ability to exercise judgment, discretion, and tact in handling all work-related matters.

·       Honesty and the ability to maintain confidentiality.

The current starting salary (salary range 6HN) is $37,830 and the resident incentive starting salary for City of Milwaukee residents is $38,965.

The City of Milwaukee provides a comprehensive benefit program that includes the following:

·       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/Benefits.

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 23, 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. 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.

NOTE 1: The first step in the selection process is a written test for all applicants who meet the minimum qualifications. Candidates who pass the written test will be invited in score order to take a proficiency exam in Microsoft Word, Excel, and Outlook (Version 2010); candidates who pass the proficiency exam will be placed on the eligible list.

The Written Examination is scheduled as follows (subject to change):

·       Applications and further information may 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.