PROGRAM ASSISTANT III and PROGRAM ASSISTANT II

Various City of Milwaukee Departments

Recruitment #2205-0490DC-002

Introduction

Candidates will be placed on the highest-level list for which they qualify.

 

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 part of an inclusive team of public servants, please consider the following opportunity.

Purpose

Program Assistant IIs and IIIs perform a variety of sophisticated office support and administrative work in support of a program or distinct area of operations. Program Assistants acquire thorough knowledge of the policies and procedures associated with a particular program or operational area. While they exercise considerable independence in carrying out their responsibilities, they work closely with managers and professionals to interpret policies.

 

Depending upon departmental needs, Program Assistants may be considered for promotion through the Program Assistant series, contingent upon successfully meeting performance standards and attaining the minimum requirements for higher-level positions.

 

Program Assistant III / II will be open for application multiple times throughout 2022. (See the chart below.) *Only applicants who meet the minimum requirements of the job will be invited to participate in the selection process.

 

APPLICATION PERIODS AND EXAM ADMINISTRATIONS 2022

 

Application Period Opens:

Application Period Closes:

*Selection Process to be held:
(*Subject to change)

May 25th

July 8th

July 27th

July 29th

October 7th

October 26th

Essential Functions

The essential functions of each Program Assistant position are specific to each job assignment.


PROGRAM SUPPORT
  • Support a department-specific program, such as delinquent tax collection and bankruptcy administration, OR
  • Administer a departmental program, such as the City’s contract clean-up program for private residential and commercial properties, OR
  • Support a department-specific function, such as human resources, including talent acquisition and retention, employee safety, employee relations, and staff development.
BOARD SUPPORT AND/OR CALENDAR MANAGEMENT

  • Provide board support by scheduling meetings or hearings, reserving meeting rooms and/or coordinating virtual meetings, posting meeting notices, creating and distributing documents, recording proceedings, preparing and distributing board minutes and decisions, maintaining board records, and logging communications in computer databases.
  • Maintain supervisors’ schedules and manage calendars for staff, such as absence analysis calendars.

CUSTOMER SERVICE

  • Answer telephones, direct calls, and take messages.
  • Provide excellent customer service by phone and in person, including responding to inquiries and explaining departmental policies and procedures. 
  • Maintain effective working relationships with various City departments to conduct departmental business.

GENERAL OFFICE ADMINISTRATION

  • Prepare and process correspondence, meeting agendas and minutes, and other documents using Microsoft Word and other automated systems for review and approval by managers.
  • Proofread written materials to ensure accuracy and correct grammar, punctuation, vocabulary, and spelling.
  • Prepare and distribute periodic and ad hoc reports.
  • Operate a variety of standard office equipment, including copiers, printers, and fax machines. 

DATA AND FILE MANAGEMENT

  • Enter, update, and maintain data in various computer databases.
  • Assist with the preparation, compilation, and analysis of statistical and financial reports.
  • Maintain files in both paper and electronic formats.
  • Work with the City Records Department to archive records according to City standards. 

PAYROLL ADMINISTRATION

  • Assist with entering payroll-related data and verifying time entry.
  • Assist with onboarding new employees and record staff changes using the human resources information system.

MAIL AND SUPPLIES PROCESSING

  • Sort and distribute mail to ensure it reaches the proper recipients.
  • Assist with completing and mailing bills, checks, invoices, contracts, and/or policies.
  • Maintain supply room inventory and order office supplies. 

LEAD WORKER

  • Assume lead responsibility for coordinating office operations, including directing and training clerical staff and/or summer interns.
  • Develop manuals and job aids outlining office procedures. 
  • Serve as the departmental training coordinator.
  • Oversee operations, maintenance, and billing related to the office fax machine and copier.

CASHIERING

  • Handle transactions using the departmental cashiering system.
  • Complete close of day balancing of deposits, and import financial information using the City’s financial management information system. 

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: https://www.milwaukee.gov/ImageLibrary/Groups/derAuthors/Policies/COVID-19EmployeeVaccinationPolicy.pdf.

 

Depending upon the assignment:

  • Program Assistants must be able to stand, walk, stoop, push, and pull, as well as perform light to moderately demanding physical work, exerting up to 50 lbs. occasionally, up to 20 lbs. frequently, and up to 10 lbs. often.
  • Program Assistants may perform field work outdoors, subject to exposure to all kinds of weather.

Minimum Requirements

Program Assistant II:

  1. Four years of administrative support experience performing duties related to the essential functions outlined above. 

Program Assistant III:

  1. Associate Degree in office administration, business management, information technology, general studies, or a related field from an accredited college or university.
  2. Three years of administrative support experience performing duties related to the essential functions listed above. 

Equivalent combinations of education and experience may be considered.


 NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

Desirable Qualifications

  • Experience using a human resources information system and/or a financial management information system.
  • Conversational language proficiency in Spanish or Hmong.

Knowledge, Skills, Abilities & Other Characteristics

With greater responsibility, Program Assistant IIIs need an elevated knowledge base and skill set in order to perform the more complex functions required of them.


TECHNICAL

  • Knowledge of best practices for providing administrative support.
  • Ability to read and interpret job-related documents, such as instructions, policies, procedures, reports, ordinances, and contracts.
  • Ability to attain thorough knowledge of a particular program or operational area.
  • Ability to support a board and/or manage staff calendars, i.e., schedule meetings, reserve rooms and/or plan virtual meetings, post notices, create and distribute documents, record proceedings, and maintain records.
  • Ability to learn and use the City’s online meeting and video conferencing platforms.
  • Proficiency using word processing and spreadsheet applications to produce documents and reports.
  • Knowledge of database management and the ability to perform accurate data entry.
  • Ability to learn and use the City’s human resources information system, financial management information system, and other enterprise systems.
  • Knowledge of mathematics and the ability to make accurate calculations to execute various functions such as payment processing or payroll administration.
  • Ability to operate standard office equipment, including copiers, printers, and fax machines.
  • Ability to learn and accurately perform cashiering duties.

COMMUNICATION

  • Written communication skills to be able to proofread documents and produce clear and concise business correspondence.
  • Knowledge of the English language, including proper sentence structure, grammar, and punctuation.
  • Verbal communication skills to be able to convey information clearly and effectively to customers and coworkers.

CUSTOMER SERVICE AND INTERPERSONAL

  • Customer service skills, empathy, and tact to be able to serve the public positively.
  • Ability to diplomatically address concerns from irate customers.
  • Interpersonal skills to be able to work effectively with managers, coworkers, and other City staff.
  • Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.

CRITICAL THINKING AND ORGANIZATIONAL

  • Ability to work with managers and professionals to compile and analyze information.
  • Ability to solve problems satisfactorily and exercise sound judgment.
  • Ability to exercise independence in carrying out the responsibilities of the position.
  • Ability to show initiative and continually improve processes.
  • Ability to plan and complete work assignments in a timely manner.
  • Ability to accurately maintain numerical and alphabetical filing systems.
  • Attention to detail and ability to perform work accurately.
  • Ability to process mail and manage supplies.

LEAD WORKER AND PROFESSIONALISM

  • Lead worker skills to be able to direct staff performing administrative support tasks and youth interns.
  • Ability to create office manuals and job aids, train staff, and serve as departmental training coordinator.
  • Ability to oversee the operations and maintenance of office equipment.
  • Coping skills to be able to remain calm in sensitive situations.
  • Honesty, integrity, and the ability to maintain confidentiality.

Current Salary

PROGRAM ASSISTANT II (Pay Range 5FN):

The current annual starting salary is $43,390 and the current resident incentive starting salary for City of Milwaukee residents is $44,691.

 

PROGRAM ASSISTANT III (Pay Range 5IN):

The current annual starting salary is $48,735 and the current resident incentive starting salary for City of Milwaukee residents is $50,197.

 

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 https://city.milwaukee.gov/der/benefits.

Selection Process

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 the oral examination. Oral examinations may include written exercises. Selection process component weights will be determined by further analysis of the job.

 

THIS IS A CONTINUOUS RECRUITMENT. Applications will be accepted and interviews held during 2022 as often as required to meet the needs of the City. Qualified applicants will be notified by email 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. Employment may be possible immediately following the examination if positions are vacant at that time. The names of successful candidates will be placed on the eligible list in a rank determined by the final grade without reference to the date of the examination. The names of candidates who pass all phases of the selection process may remain on an eligible list resulting from a continuous examination for up to six months.

Additional Information

  • Applications 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.

Conclusion

EEO 501
The City of Milwaukee values and encourages diversity and is an equal opportunity employer.



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