ADMINISTRATIVE SERVICES SUPERVISOR

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 historic charm with a breathtaking art museum, top-flight 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 Services Supervisor oversees a variety of administrative functions, including coordinating departmental business with the City of Milwaukee Common Council, managing the department’s building space, and supervising of the Office of the Commissioner’s administrative support staff.

Common Council Coordination

• Coordinate all department related business with the Common Council.
• Ensure that resolutions and ordinances are prepared in compliance with Common Council rules and the Office of the City Attorney’s requirements.
• Maintain department-wide compliance with mandated deadlines for file submittal and completion.
• Advise department staff regarding scheduling, committee hearings, and format of legislation.
• Work with Common Council Committee clerks to schedule Common Council files.
• Ensure appropriate referral of Common Council files to the City Plan Commission.
• Undertake research on legislative items, retrieve relevant documentation, and explain applicable Common Council procedures to staff.

Supervision

• Assist in the hiring process and supervise the Administrative Services Coordinator and the Administrative Services Assistant.
• Work with staff to develop ongoing process improvements that streamline administrative functions related to all facets of the department.
• Design and recommend organizational changes as appropriate.
• Approve payroll for Office of the Commissioner’s staff and all departmental section managers.

Administration

• Provide administrative support to the Milwaukee Arts Board by preparing requisitions for consultants and contracts, invoices, and recordkeeping.
• Maintain the art catalog and locations of city-owned art on display.
• Prepare correspondence and forms, track park activity expenditures, and approve park receipts for Independence Day activities.
• Manage mail delivery, routing, and retention for administrative staff.
• Serve as liaison to Department of Public Works (DPW) facilities staff regarding building maintenance, custodial services, and contractors.

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.

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.

1. Associate’s degree in business administration, public administration, or a closely related field from an accredited college or university.
2. Three years of experience providing administrative support.

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.

• Lead or supervisory experience.
• Knowledge of the organization and operation of the Department of City Development (DCD), the Redevelopment Authority of the City of Milwaukee (RACM), and the City Plan Commission (CPC).
• Knowledge of Milwaukee Common Council rules and procedures and Wisconsin Public Records Law.
• Knowledge of online form and survey tools, such as Formsite.
• Experience using Legistar or a similar legislative software application.

Technical

• Knowledge of office systems and procedures.
• Ability to read and interpret job-related materials.
• Knowledge of mathematics and the ability to make accurate calculations in order to track expenditures.
• Ability to organize and maintain files, records, and schedules, as well as coordinate activities and operations.
• Ability to accurately prepare and maintain records and reports.
• Proficiency with the Microsoft Office suite (i.e., Word, Excel, PowerPoint, and Outlook) as well as SharePoint.

Communication and Interpersonal

• Written communication skills, including the ability to create correspondence, reports, presentations, and other documents.
• Verbal communication skills to professionally and effectively interact with a diverse group of internal and external customers, such as managers, coworkers, elected officials, and members of the public, media, and private sector.
• Customer service skills and ability to establish and maintain good working relationships.
• Ability to respond to inquiries with tact, diplomacy, and discretion.

Critical Thinking and Professionalism

• Ability to perform job responsibilities with accuracy and attention to detail.
• Ability to organize assignments and time management skills to manage multiple and competing priorities.
• Ability to exercise independent judgment and a strong sense of integrity.
• Ability to maintain confidentiality regarding all work activities.
• Ability to be professional, dependable, flexible, and adaptable.
• Ability to work both independently and in a team environment.

Supervisory

• Knowledge of supervisory principles and best practices.
• Ability to effectively lead a team of clerical and customer service staff.
• Ability to assign duties, set performance standards, provide coaching and training, monitor work in progress, evaluate performance, and make hiring recommendations.
• Ability to foster an environment of inclusion wherein all employees are treated respectfully, are valued for their strengths, and feel that they can safely express themselves.

The current starting salary range (Pay Range 1BX) is $49,643-$68,968 annually, and the resident incentive salary range for City of Milwaukee residents is $51,133-$71,037. 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 which includes:

• 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
• 12 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/benefits.

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

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.

APPLICATION PROCEDURE:

• Applications and further information can 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 in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO code = 102

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