If you have excellent customer service
skills and aspire to a career in administrative support, this may be the
position you have been seeking! Working for the City of Milwaukee is
interesting and rewarding and offers opportunities for advancement. Alternate
shifts may be available, and Office Assistants receive excellent benefits,
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
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.
Office Assistant IIs, IIIs, and IVs assist with operational
efficiency by serving customers and providing clerical support.
Office Assistant IIs generally perform receptionist duties,
type documents, input data, maintain records, and distribute mail.
Office Assistant IIIs and IVs perform increasingly
responsible and complex administrative tasks requiring a command of automated
systems, English writing conventions, and policies and procedures. Depending
upon the assignment, they may coordinate calendars for departmental managers, serve
as lead workers and trainers for clerical staff, and perform cashiering duties.
Depending upon departmental needs, Office
Assistants may be considered for promotion through the Office Assistant series,
contingent upon successfully meeting performance standards and attaining the minimum
requirements for higher-level positions.
Office Assistant IV / III / II will be open for applications 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
APPLICATION PERIODS AND EXAM
Application Period Opens:
Application Period Closes:
*Written to be held:
(*Subject to change)
February 9th |
March 2nd |
March 17th |
to be determined.
March 22th |
May 20th |
June 8th |
to be determined.
to be determined.
to be determined.
Depending upon the
assignment and the job level, Office Assistants perform many of the duties
listed below as described in the Purpose Statement above.
- Answer telephones, direct
calls, and take messages.
- Provide excellent
customer service to internal and external customers by phone and in
person, including responding to inquiries and explaining departmental
policies and procedures.
- Prepare and process correspondence,
reports, meeting agendas and minutes, and other documents using Microsoft
Word and other automated systems.
- Proofread written
materials to ensure accuracy and correct grammar, punctuation, vocabulary,
- 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 entering
payroll-related data and verifying time entry.
- Assist with the
preparation of statistical and financial statements.
- Maintain files in both
paper and electronic formats.
- Work with the City
Records Department to archive records according to City standards.
- Maintain supervisors’
schedules and manage calendars for staff such as meeting and vacation
- Prepare meeting agendas,
attend meetings, and record minutes.
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.
- Assist in conducting
inventory and ordering office supplies.
- Assume lead
responsibility for coordinating office operations, including directing and
training clerical staff and/or summer interns.
- Assume responsibility for
office equipment maintenance.
- Develop manuals and job
aids outlining office procedures.
- 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
- Office Assistants may be required to
work weekends and holidays on occasion to meet departmental needs.
- Office Assistants 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.
- Availability to work full-time during standard
business hours (daytime, Monday-Friday).
- One year of office support experience
coordinating and working on a variety of clerical assignments related to
the essential functions, such as serving customers, using computers to
enter data and prepare documents, and organizing files.
- Two 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.
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
- Experience performing office support
Assistant III and Office Assistant IV:
Knowledge, Skills, Abilities & Other Characteristics
responsibility, Office Assistant IIIs and IVs need an elevated knowledge base
and skill set in order to perform the more complex functions required of them.
- Knowledge of office procedures, systems,
terminology, and equipment.
- Ability to read and understand work-related
documents such as policies and procedures.
- Ability to follow instructions given by supervisors.
- Knowledge of standard software
applications to create documents, use spreadsheets, and generate reports.
- Ability to learn specialized computer
applications to query databases and perform other job-related
- Ability to perform accurate data entry.
- Written communication skills to be able
to prepare correct correspondence and documents.
- Knowledge of English writing mechanics
and the ability to proofread documents and reports.
- Verbal communication skills to be able
to convey information clearly and effectively to customers and coworkers.
- Ability to perform basic mathematical
- Ability to show initiative and
continually improve processes.
- Customer service skills, empathy, and
tact to be able to serve the public and represent the department
- Interpersonal skills to be able to work
effectively with supervisors and staff.
- Teamwork skills and the ability to work
cooperatively and fairly with people whose backgrounds may differ from
- Ability to remain composed during
- Ability to organize and complete work
assignments in a timely manner.
- Ability to accurately maintain numerical
and alphabetical filing systems.
- Ability to coordinate meetings and manage
calendars for supervisors and staff.
- Ability to process mail, manage supplies,
and ensure that office equipment is properly maintained.
- Ability to handle sensitive information
- Honesty, integrity, and the ability to
OFFICE ASSISTANT IIIs
and IVs (ASSIGNMENT-DEPENDENT)
- Lead worker skills to be able to coordinate
and direct the work of a small group performing clerical tasks.
- Ability to learn and accurately perform
OFFICE ASSISTANT II (Pay
The current starting
salary is $31,824 annually, and the current resident incentive starting salary
for City of Milwaukee residents is $32,779.
OFFICE ASSISTANT III (Pay
starting salary is $35,411 annually, and the current resident incentive starting
salary for City of Milwaukee residents is $36,474.
OFFICE ASSISTANT IV (Pay
starting salary is $38,587 annually, and the current resident incentive
starting salary for City of Milwaukee residents is $39,744.
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 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.
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
NOTE 2: For positions in the Milwaukee Police
Department (MPD), candidates must pass an MPD background investigation before
- 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 firstname.lastname@example.org.
- The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.
The City of Milwaukee values and encourages diversity and is an equal