Recruitment #2209-4058-001


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 position enables the Budget & Management Division to perform its responsibilities in a timely, accurate and customer-supportive fashion through administrative work related to development and implementation of the City’s annual Budget.  The position ensures the effective functioning of the Division’s responsibilities pertaining to the Finance & Personnel Committee by performing a variety of administrative tasks, and supports the Division’s public information responsibilities through correspondence.

Essential Functions

Support of Fiscal Budget Administration

  • Assist in preparation of vital public information materials under statutory or critical deadlines. 
  • Assist in generating complex budget publications (including the annual plan and budget summary). 
  • Format various documents using Word, Excel, and PowerPoint. 
  • Assist in all necessary liaison with City departments to accomplish the work division’s tasks.   
  • Assist the ARPA Director in the administration of grant awards, preparation of contracts, and communications with departments.
  • Prepare and distribute forms and materials for the annual City budget process.
  • Prepare and distribute the official annual city budget documents and related publications.
  • Assist in the preparation and submittal of material for the cyclical Finance & Personnel Committee meetings and the annual Budget hearings, including speed replies, resolutions, Fiscal Impact Statements, PowerPoint presentations and other correspondence. 

General Office Administration

  • Ensure timely distribution of incoming materials to assigned analysts and the Budget and Management Director.
  • Manage and ensure timely and accurate timecard preparation and all related payroll duties for the Budget & Management Division, DOA-Office of the Director, and the Environmental Collaboration Office. 
  • Assist in the hiring process for the Budget Office.
  • Order office supplies, process invoices and maintain office files. 
  • Prepare routine correspondence using Office standards. 
  • Schedule meetings and maintain calendar for Budget Director.

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

Minimum Requirements

  1. Four years of progressively responsible administrative support experience 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 job offers.

Knowledge, Skills, Abilities & Other Characteristics


  • 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.

Current Salary

The current starting salary (2CN) is $40,678 - $56,941 annually, and the resident incentive starting salary for City of Milwaukee residents is $41,890-$58,650 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 leave 
  • Flexible Spending Arrangement
  • Commuter Value Pass  

For full details of the benefits offered by the City of Milwaukee, please visit

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, 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.

Additional Information

  • APPLICATIONS and further information may be accessed by visiting,
  • If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or       
  • 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.