ADMINISTRATIVE ASSISTANT III

Recruitment #2308-0415NR-001

Introduction

**THIS POSITION IS ONLY OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES**

 

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.

Purpose

The Administrative Assistant III is the personal and confidential secretary to the Director of the Port (the Director) and to the Harbor Commission (the Board). The incumbent will create correspondence, perform research, prepare reports and meeting minutes, and handle sensitive Port commercial information.

Essential Functions

Port Director and Harbor Commission Support

  • Serve as the personal and confidential secretary to the Director.
  • Perform research, assemble statistics, conduct data entry and prepare reports, forms, and correspondence.
  • Interface with tenants, other City departments and the public on behalf of the Director.
  • Serve as the confidential administrative assistant to the Board of Harbor Commissioners; record and prepare official minutes and correspondence on behalf of the Board.
  • Serve as the legal custodian of Port files and records, including executed contracts, leases, and legal documents of the Board.
  • Schedule meetings and appointments on behalf of the Director and the Board.
  • Assist in coordination and scheduling of meetings and making travel arrangements for staff and Harbor Commissioners.
  • Initiate Port conference room scheduling.
  • Prepare agendas, takes minutes, and completes summaries for meetings and presentations.
  • Support the Port’s responsibilities within the Wisconsin Commercial Ports Association (WCPA).

General Administration

  • Facilitate Port permitting (e.g., Urban Park and Open Water and registration processes) with public constituencies.
  • Screen telephone calls and welcome visitors, helping to resolve routing and complex inquiries.
  • Supervise correspondence, including maintenance of a database of internal and external communication.
  • Serve as the Records Retention and Open Records Coordinator.
  • Order and maintain office supplies.

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.

Minimum Requirements

  1. Regular status as a City of Milwaukee employee, having successfully completed a probationary period for a civil service position, or status as a City of Milwaukee employee in a fixed term position.
  2. Four years of progressively responsible administrative support experience performing duties related to this position. 

Equivalent combinations of education and experience may also 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 coordinating 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.

Knowledge, Skills, Abilities & Other Characteristics

Technical

  • Knowledge of office systems and procedures.
  • Ability to read and interpret budget publications, summaries, and City policies to accurately check budgeted amounts for items and pay invoices.
  • Intermediate-level proficiency using the Microsoft Office Suite, including Word, Excel and PowerPoint.
  • Ability to learn and effectively utilize applicant tracking and employee data systems, such as Human Capital Management (HCM) and Financial Management Information Systems (FMIS) to produce reports and to retrieve data.
  • Ability to maintain complete and accurate records.
  • Ability to identify opportunities for process improvement.
  • Ability to approach problems in a logical manner and develop and implement solutions.

Communication and Interpersonal

  • 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 draft and 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 co-workers, elected and appointed officials, and the public to meet organizational goals and objectives.
  • Cultural awareness and sensitivity; ability to work cooperatively, effectively, and fairly with co-workers and residents whose backgrounds may differ from one’s own.

Organizational and Critical Thinking Skills

  • Ability to perform accurate data entry.
  • Ability to handle multiple priorities and to work within tight time constraints.
  • 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 salary range (PG 5FN) is $44,257 - $50,197 annually, and the resident incentive salary range for City of Milwaukee residents is $45,585 - $51,703. Appointment will be made in accordance with the provisions of the salary ordinance.

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, an evaluation of written communication, interviews, and/or other assessment methods. The Department of Employee Relations and Port Milwaukee reserve the right to call only the most qualified candidates to proceed in the selection process. 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 selection process 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. The applicant is responsible for attending all phases of the selection process at the time and place designated by the hiring authority.

 

NOTE: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process who have successfully passed a probationary period for a Civil Service position or who have status as a City of Milwaukee employee in a fixed term position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

Additional Information

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

Conclusion

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