ADMINISTRATIVE ASSISTANT IV

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 Assistant IV serves as the coordinator for various departmental administrative functions and provides executive level support to the Commissioner and Operations Managers of the Department of Neighborhood Services (DNS).

Executive-Level Support

·       Process all departmental correspondence prepared for the Commissioner’s signatures, including reviewing for form, content, and grammar.

·       Process highly confidential human resources paperwork.

·       Facilitate meetings between top-level executives and the Commissioner and provide background material.

·       Review and prioritize all correspondence addressed to the Commissioner and refer applicable documents to the appropriate staff for action.

·       Review the Commissioner’s incoming communications via the telephone and private voice mailbox and monitor all assignments made by the Commissioner’s office to ensure a timely response.

·       Organize and reconcile travel arrangements for the Commissioner and any accompanying staff.

·       Manage attendance for the Commissioner’s office and management staff.

·       As needed, arrange maintenance of the Commissioner’s office equipment.

Administrative Support

·       Arrange maintenance and custodial operations for DNS.

·       Coordinate and manage the records retention process and serve as DNS’s representative before the City Information Management Committee.

·       Coordinate tracking system and responses to proposed State legislation; process open records requests.

·       Organize DNS’s United Performing Arts Fund (UPAF)/Visions and Combined Giving Campaigns.

·       Prepare the departmental reports for the Accountability in Management process, Council open orders report, and other DNS management initiatives.

·       Schedule regular and emergency appeals, including notification to all parties and preparing written appeal decisions.

·       Perform the necessary property research and manage the processing of requests for exemptions and modifications to the vacant building registration and variances to the building and fire codes.

·       Collect the necessary inspection results and research permits and manage the processing of requests for temporary certificates of occupancy.

·       Perform general research regarding departmental issues and projects.

·       Coordinate and schedule meetings; screen telephone calls and inquiries, including resolving or referring complaints to appropriate staff.

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 all general city 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.

• Must be willing to work beyond standard business hours, including evening and weekends, to meet the departmental needs.

·       Experience performing duties required to coordinate Board and/or Commission activities, such as scheduling and recording meetings, reporting via meeting minutes, posting public notice requirements, and other record keeping and coordination functions.

Technical

·       Knowledge of office systems and procedures.

·       Knowledge of administrative support methods, systems, and terminology.

·       Proficiency using advanced features of standard computer programs such as the Microsoft Office suite.

·       Ability to effectively utilize office equipment, including telephones and copiers.

·       Ability to learn and use job-related computer applications such as Oracle’s Peoplesoft Human Capital Management (HCM) system.

·       Skill in drafting and proofreading written documents using appropriate English language writing conventions, including spelling, grammar, and punctuation.

·       Ability to learn and effectively utilize videoconferencing and meeting software, such as Microsoft Teams.

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.

·       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, coworkers, 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 coworkers and residents whose backgrounds may differ from one’s own.

·       Verbal communication skills to be able to share information in a clear and concise manner with internal and external customers.

·       Customer service skills to be able to serve callers and visitors in an attentive and courteous manner.

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.

The current starting salary (Pay Range 5IN) is $49,710 annually, and the resident incentive starting salary for City of Milwaukee residents is $51,201.

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

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of education, experience and/or responses to supplemental questions; a written or performance test, a structured interview, or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to structured interviews and performance examinations. Structured interviews may include written exercises. Selection process component weights will be determined by further analysis of the job.

INITIAL FILING DATE - The selection process will be held as soon as practical after Friday, February 10, 2023. 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 selection process components. Unless otherwise required by law, the City of Milwaukee will not provide alternative selection process dates or times.   The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.

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