PROGRAM ASSISTANT II

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

There are two Program Assistant II positions open in the Department of Public Works: in Operations (Administration) and in Fleet Services.

Operations – Administration:

The Program Assistant II performs a variety of accounting duties and provides confidential administrative support and customer service for the Operations Division.

Fleet Services:

The Program Assistant II supports the planning, coordination, and operation of the Fleet Services Section and provides administrative support to the Fleet Services Manager.

BOTH POSITIONS:

Office Administration

• Provide confidential administrative support to division management.
• Order supplies and arrange service for office machines and building maintenance.
• Respond to inquiries from internal staff and contractors.
• Maintain a record of employee hours and equipment to calculate operational costs.
• Coordinate claims processing with the City Attorney’s Office.
• Staff the customer service front desk for in person requests for service. 

Invoice Processing and Billing

• Conduct invoice review and processing for various services, supplies and materials.
• Research appropriate accounts, provide account numbers, encumber funds, enter data into FMIS (Financial Management Information System) and ensure funding sources are available and adequate.
• Ensure proper accounting codes and methods are used; monitor account balances to stay within budget.
• Prepare deposits for funds received through the sale of equipment, rebates, and other payments. 
• Monitor contracts by encumbering funds; review invoices, accounts and amounts against the contract, including balance adjustments, transfers, payments and remaining funds available.
• Reconcile and verify Procard statements.
• Maintain and administer the petty cash fund.

Operations-Administration

• Process property violations for failure to remove snow, failure to return carts from the public way, contaminated carts, tall weed and grass, encroachments and other violations; charge unpaid invoices as special assessments to the tax roll.
• Coordinate and validate hardship requests for garbage and recycling collections and public walk snow clearing.
• Process snow dump permits and fees.
• Provide salt inventory totals used and remaining balance after each operation.
• Process special event permits; respond to requests for garbage and recycling carts.

Fleet

• Maintain physical and electronic records through all phases of equipment ownership, operation, and disposal.
• Manage fuel access for all Department of Public Works (DPW) employees.
• Create, activate and disable fuel and ID cards and authorization, as required. 

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.

• Must be able to work extended hours, weekends and holidays to accommodate snow and ice control assignments. This position supports department-wide Snow and Ice Control Operations. Extended hours, weekends and holidays will be required

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, including data entry for financial, purchasing, or payroll functions.
3. Valid driver’s license at the time of appointment and throughout employment.

 Equivalent combinations of education and professional experience will be considered.

Technical

• Knowledge of best practices for providing administrative support.
• Ability to read and apply job-related documents, such as City Ordinances.
• Ability to effectively utilize standard computer programs such as Microsoft Word, Excel, and Outlook.
• Knowledge of the principles and practices of providing exceptional customer service.
• Ability to effectively evaluate and improve program administrative needs, data systems, and work process flow.
• Ability to generate and maintain reports.

Communication and Interpersonal

• Written communication skills to compose reports and other documents that are thorough, clear, well-crafted, and error-free.
• Verbal communication skills to convey information clearly and effectively to customers and coworkers.
• Ability to demonstrate concern for meeting or exceeding the needs of external and/or internal customers.
• Ability to exercise tact and diplomacy.
• Ability to foster teamwork.
• Ability to work cooperatively and effectively with coworkers and residents whose backgrounds may differ from one’s own.
• Ability to gain others’ support for ideas, proposals, projects, and solutions.
• Skill in identifying information needed to clarify a situation, seeking the information from appropriate sources, and using skillful questioning to draw out the information when others are reluctant to disclose it.
• Ability to provide excellent customer service to people from all socioeconomic, educational, and cultural backgrounds.

Judgment and Professionalism

• Honesty, integrity, and the ability to maintain confidentiality regarding all work-related matters.
• Analytical and quantitative reasoning skills.
• Ability to work independently.
• Initiative and planning skills.
• Ability to use sound judgment.
• Ability to organize assignments and manage time to complete tasks based on departmental deadlines.

The current salary range (Pay Range 5FN) is $44,257-$50,197 annually, and the current resident incentive salary range for City of Milwaukee residents is $45,585-$51,730. Appointment will be made in accordance with the provisions of the City of Milwaukee Salary Ordinance.

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 the Department of Public Works 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.

APPLICATIONS and further information can be accessed by visiting www.jobaps.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 = 503

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