OFFICE ASSISTANT IV / III / II

If you have excellent customer service skills and aspire to a career in administrative support, this may be the position you have been seeking! Working for the City of Milwaukee is interesting and rewarding and offers opportunities for advancement. Alternate shifts may be available, and Office Assistants receive excellent benefits, described below.

Candidates will be placed on the highest-level list for which they qualify.

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 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 part of an inclusive team of public servants, please consider the following opportunity.

Office Assistant IIs, IIIs, and IVs assist with operational efficiency by serving customers and providing clerical support.

Office Assistant IIs generally perform receptionist duties, type documents, input data, maintain records, and distribute mail.

Office Assistant IIIs and IVs perform increasingly responsible and complex administrative tasks requiring a command of automated systems, English writing conventions, and policies and procedures. Depending upon the assignment, they may coordinate calendars for departmental managers, serve as lead workers and trainers for clerical staff, and perform cashiering duties.

Depending upon departmental needs, Office Assistants may be considered for promotion through the Office Assistant series, contingent upon successfully meeting performance standards and attaining the minimum requirements for higher-level positions.

Office Assistant IV / III / II will be open for applications multiple times throughout 2023. (See the chart below.) *Only applicants who meet the minimum requirements of the job will be invited to participate in the selection process.

Depending upon the assignment and the job level, Office Assistants perform many of the duties listed below as described in the Purpose Statement above.

CUSTOMER SERVICE

• Answer telephones, direct calls, and take messages.
• Provide excellent customer service to internal and external customers by phone and in person, including responding to inquiries and explaining departmental policies and procedures. 

ADMINISTRATIVE

• Prepare and process correspondence, reports, meeting agendas and minutes, and other documents using Microsoft Word and other automated systems.
• Proofread written materials to ensure accuracy and correct grammar, punctuation, vocabulary, and spelling.
• Operate a variety of standard office equipment, including copiers, printers, and fax machines. 

DATA AND FILE MANAGEMENT

• Enter, update, and maintain data in various computer databases.
• Assist with entering payroll-related data and verifying time entry.
• Assist with the preparation of statistical and financial statements.
• Maintain files in both paper and electronic formats.
• Work with the City Records Department to archive records according to City standards. 

CALENDAR MANAGEMENT

• Maintain supervisors’ schedules and manage calendars for staff such as meeting and vacation calendars.
• Prepare meeting agendas, attend meetings, and record minutes. 

MAIL AND SUPPLIES PROCESSING

• Sort and distribute mail to ensure it reaches the proper recipients.
• Assist with completing and mailing bills, checks, invoices, contracts, and/or policies.
• Assist in conducting inventory and ordering office supplies. 

LEAD WORKER

• Assume lead responsibility for coordinating office operations, including directing and training clerical staff and/or summer interns.
• Assume responsibility for office equipment maintenance.
• Develop manuals and job aids outlining office procedures. 

CASHIERING

• Handle transactions using the departmental cashiering system.
• Complete close of day balancing of deposits, and import financial information using the City’s financial management information system. 

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.

• Office Assistants may be required to work weekends and holidays on occasion to meet departmental needs.
• Office Assistants must be able to stand and walk as well as perform light physical work, including exerting up to 10 pounds of force to lift and move objects.

Office Assistant II:

1. Availability to work full-time during standard business hours (daytime, Monday-Friday).

Office Assistant III:

1. One year of office support experience coordinating and working on a variety of clerical assignments related to the essential functions, such as serving customers, using computers to enter data and prepare documents, and organizing files.

Office Assistant IV:

1. Two years of progressively responsible administrative support experience in an office setting 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.

Office Assistant II:

• Experience performing office support functions. 

Office Assistant III and Office Assistant IV:

• Cashiering experience.

With greater responsibility, Office Assistant IIIs and IVs need an elevated knowledge base and skill set in order to perform the more complex functions required of them.

TECHNICAL

• Knowledge of office procedures, systems, terminology, and equipment.
• Ability to read and understand work-related documents such as policies and procedures.
• Ability to follow instructions given by supervisors.
• Knowledge of standard software applications to create documents, use spreadsheets, and generate reports.
• Ability to learn specialized computer applications to query databases and perform other job-related transactions.
• Ability to perform accurate data entry.
• Written communication skills to be able to prepare correct correspondence and documents.
• Knowledge of English writing mechanics and the ability to proofread documents and reports.
• Verbal communication skills to be able to convey information clearly and effectively to customers and coworkers.
• Ability to perform basic mathematical calculations.
• Ability to show initiative and continually improve processes.

INTERPERSONAL

• Customer service skills, empathy, and tact to be able to serve the public and represent the department positively.
• Interpersonal skills to be able to work effectively with supervisors and staff.
• Teamwork skills and the ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.
• Ability to remain composed during stressful situations. 

ORGANIZATIONAL

• Ability to organize and complete work assignments in a timely manner.
• Ability to accurately maintain numerical and alphabetical filing systems.
• Ability to coordinate meetings and manage calendars for supervisors and staff.
• Ability to process mail, manage supplies, and ensure that office equipment is properly maintained. 

CONFIDENTIALITY

• Ability to handle sensitive information carefully.
• Responsible stewardship of City of Milwaukee resources.

Honesty, integrity, and the ability to maintain confidentiality. 

OFFICE ASSISTANT IIIs and IVs (ASSIGNMENT-DEPENDENT)

• Lead worker skills to be able to coordinate and direct the work of a small group performing clerical tasks.
• Ability to learn and accurately perform cashiering duties.

OFFICE ASSISTANT II (Pay Range 6EN):

The current starting salary is $32,460 annually, and the current resident incentive starting salary for City of Milwaukee residents is $33,434.

OFFICE ASSISTANT III (Pay Range 6FN):

The current starting salary is $36,119 annually, and the current resident incentive starting salary for City of Milwaukee residents is $37,203.

OFFICE ASSISTANT IV (Pay Range 6HN):

The current starting salary is $39,359 annually, and the current resident incentive starting salary for City of Milwaukee residents is $40,539.

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
• 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/der/benefits.

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.

This is a continuous recruitment. Applications will be accepted and the selection process will be held during 2023 as often as required to meet the needs of the City. Qualified applicants will be notified by email 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. The names of successful candidates will be placed on the eligible list in a rank determined by the final score without reference to the date of the selection process. The names of candidates who pass all phases of the selection process may remain on an eligible list resulting from a continuous examination for up to six months.

Candidates may apply for and participate in the selection process for this position only once every six months.

NOTE 1: The selection process will consist of a written test for all applicants who meet the minimum qualifications. Candidates will also take a proficiency exam in Microsoft Word, Excel, and Outlook (Version 2010); candidates who pass both steps of the selection process will be placed on the eligible list.

NOTE 2: For positions in the Milwaukee Police Department (MPD), candidates must pass an MPD background investigation before hire.

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

EEO 603

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