HUMAN RESOURCES ASSISTANT

Recruitment #2204-0481DC-002

Introduction

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.



Purpose

Under the direction of the Human Resources Manager, the Human Resources Assistant provides all administrative support for the staffing function in the Department of Employee Relations. In addition to ensuring selection processes run smoothly, exam materials are accurate and of production quality, exam and applicant materials are maintained efficiently and securely, and candidate communication is accurate and timely, the Human Resources Assistant initiates new work projects and improves processes on a constant basis.

Essential Functions

Testing/Exam Preparation

  • Prepare selection process materials, including redacting and copying application materials for rater or departmental review in addition to formatting, proofreading, and copying materials for all types of selection processes (e.g., written and performance examinations, reviews of supplemental questions, and structured interview panels).

Structured Interviews

  • Communicate with and schedule candidates. Format and proofread structured interview panel materials and ensure secure transmission of the materials to the raters. Ensure that pre-interview paperwork is complete; administer written exercises prior to structured interviews. Provide technical support to candidates and raters during the online interviews. Ensure that the schedule runs on time and prepare testing materials for scoring. Retain copies of testing materials (electronic and physical) in a confidential location, ensuring testing security. Provide all day of exam support to raters, Human Resources Representatives, and candidates.

Test Administration/Candidate Communication

  • Assist in test administration, test scoring, and the creation of eligible lists. Respond to inquiries from applicants, City employees, and hiring managers relative to the selection process. Assist with day-of administration of performance exams.

Administrative Support

  • Provide administrative support (e.g., formatting, proofreading, copying, and scheduling) for the Human Resources Manager and HR representatives.
  • Assist with proofreading and posting job announcement bulletins in the City’s applicant tracking system; post job announcement bulletins to the City of Milwaukee website and send E-notify alerts. Print and update posted job announcement bulletins for the City Hall job board.
  • Produce reports using the Human Capital Management (HCM) system; prepare documents and reports for presentation to customer departments.
  • In accordance with the City’s records retention schedule, create and maintain filing systems (electronic and physical) for the Staffing Division, ensuring confidentiality of examination materials.
  • Troubleshoot equipment problems; research and make recommendations for the acquisition of equipment for departmental use.
  • Monitor office supply levels and assist with light technical support as needed.
  • Proactively seek improvements to staffing processes.

 

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.

Conditions of Employment

  • Please be advised that new employees are required to have received either both doses of the Moderna or Pfizer or one dose of the Johnson & Johnson vaccine prior to their employment start date or have an approved religious or medical accommodation prior to their employment start date. You can find further information relative to the City’s COVID-19 Vaccination Policy here.
  • The Human Resources Assistant may be required to work evenings and weekends in order to perform duties related to test administration and recruitment.
  • The Human Resources Assistant performs light work and must be able to move and lift up to 10 pounds occasionally.

Minimum Requirements

1.    Associate degree in human resources management, business management, or a related field from an accredited college or university.

2.    Two years of experience providing programmatic support to a human resources function or comparable business function such as payroll, employee relations, benefits, or leave administration.

3.    Valid driver’s license at time of appointment and throughout employment.


Equivalent combinations of education and experience may be considered.


IMPORTANT NOTE: If applicable, college transcripts are required and must be received by the application period closing date. Transcripts should be attached to your online application or sent via email to staffinginfo@milwaukee.gov. Applications without transcripts attached will be considered incomplete and may 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.

Knowledge, Skills, Abilities & Other Characteristics

Technical

·       Knowledge of customer service best practices and the ability to incorporate them into operations.

·       Knowledge of administrative support methods, systems and terminology.

·       Ability to efficiently utilize office equipment, such as telephones, computers and copiers.

·       Ability to read and interpret personnel policies, the Milwaukee Code of Ordinances (including the Salary and Positions Ordinances), and Civil Service Rules.

·       Ability to read, interpret, and write reports.

·       Ability to perform accurate data entry to use the DER’s applicant tracking system.

·       Ability to learn and effectively use the HCM system in order to produce reports and to retrieve data.

·       Intermediate to advanced skill in using standard computer applications such as word processing, spreadsheet, and presentation.


Communication/Interpersonal

·       Ability to communicate clearly and effectively on the phone and in person with job applicants as well as internal and external subject matter experts.

·       Written communication skills to proofread documents so that they are publication-ready; knowledge of English language grammatical and punctuation conventions.

·       Interpersonal skills to be able to build effective working relationships with managers, fellow staff, and city contacts.

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


Critical Thinking/Professionalism

·       Ability to think critically and analytically.

·       Superior organizational skills, including the ability to maintain multiple filing systems.

·       Ability to handle multiple priorities and to work within tight time constraints.

·       Ability to exhibit exemplary professionalism and maintain composure regardless of frequent interruptions.

·       Ability to work with sensitive information.

·       Integrity and the ability to maintain complete confidentiality.

·       Ability to perform work with a high degree of accuracy.

Current Salary

The starting salary (5IN) is $48,735-$55,763 annually, and the resident incentive starting salary for City of Milwaukee residents is $50,197-$57,436 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

 

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

· Paid Parental Leave

· 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.

Selection Process

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 Employee Relations 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 May 20, 2022. 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 hiring authority. 

Additional Information

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 in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.  

Conclusion

EEO 501

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