ADMINISTRATIVE SPECIALIST

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 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 Administrative Specialist performs highly responsible administrative work related to the advancement of racial equity and inclusion in City government and ensures the effective functioning of the Division’s responsibilities pertaining to the Racial Equity and Inclusion Leadership Team, the Small Business Enterprise Program and the Equal Rights Commission.

Administrative

• Generate publications, including monthly, quarterly and annual reports.         
• Serve as the primary customer contact for residents.  
• Prepare and maintain expense vouchers, invoices and ProCard payments.   
•  Liaison with all City departments regarding timely and appropriate submittal of equity action plans, departmental monthly SBE reports and related materials.         
• Assist in responding to requests for public information and open records from elected officials and the public; maintain a register of open records requests and their disposition.         
• Assume administrative responsibility for preparation of public information materials under statutory or critical deadlines.         

Committee Support    

• Assist the Chief Equity Officer in the preparation of presentation materials for Common Council Committee meetings, Equal Right Commission meetings, Racial Equity and Inclusion Leadership Team meetings and other external committee hearings and meetings.  
•  Assist in coordinating meetings and agendas; prepare and distribute minutes.         

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.

• Individuals who complete an application for general City employment on or after September 1, 2021 and are subsequently appointed to a position must provide proof of being vaccinated against COVID-19 (i.e., received both doses of the Moderna or Pfizer or one dose of the Johnson & Johnson vaccine) or have an approved religious or medical accommodation within ten business days of their employment start date.

1. Four years of progressively responsible administrative support experience performing duties related to this position.

Equivalent combinations of education and experience may be considered.

IMPORTANT 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. Applications without transcripts will be considered incomplete and will be rejected. Your transcript must be legible and include your college/university name, your name, the degree completed (if applicable) and the date completed.

Technical

• Knowledge of office systems and procedures.         
• Ability to read and interpret budget publications, summaries, and City policies.         
• Intermediate-level proficiency using Microsoft Office Suite, including Word, Excel and PowerPoint.
• Familiarity with office equipment, including telephones, computers, copiers and fax machines.         
• Ability to learn and effectively utilize the applicant tracking and employee data systems such as Human Capital Management (HCM) and Financial Management Information Systems (FMIS) in order to produce reports and to retrieve data.

Communication and Interpersonal Skills

• Knowledge of customer service best practices and the ability to incorporate them into operations.       
• Ability to communicate clearly and effectively on the phone and in person.         
• Skill in all aspects of customer service to build and maintain customer satisfaction.         
• Written communication skills to proofread documents so that they are publication-ready; knowledge of and ability to apply grammatical and punctuation conventions.        
• Ability to establish and maintain positive relationships with supervisors, co-workers, elected officials, and the public in order to meet organizational goals and objectives.         
• Cultural awareness and sensitivity; ability to work cooperatively, effectively, and fairly with co-workers and citizens whose backgrounds may differ from one’s own.

Organizational and Critical Thinking Skills

• Ability to perform accurate data entry.         
• Ability to maintain complete and accurate records.         
• Ability to handle multiple priorities and to work within tight time constraints.         
• Ability to identify opportunities for process improvement.         
• Ability to approach problems in a logical manner and develop and implement solutions.         
• Superior organizational skills, including the ability to maintain multiple filing systems, correspondence, confidential documents, reports and other material.         
• Ability to think critically and analytically.        
• Ability to work with sensitive information.         
• Ability to exhibit exemplary professionalism.         
• Integrity and the ability to maintain complete confidentiality.

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 reserves 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 examination 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. 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 may be accessed by visiting, www.jobapscloud.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 at City Hall, 200 E. Wells St, Room 706, Milwaukee, WI 53202.

EEO 601
The City of Milwaukee values and encourages diversity and is an equal opportunity employer.