ADMINISTRATIVE SERVICES SUPERVISOR

Property Registration Section

Recruitment #2311-4416-001

Introduction

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

Purpose

The Administrative Services Supervisor oversees the administrative support and customer service staff of the Department of Neighborhood Services (DNS) and provides program management of the Property Registration Program (PRP).

Essential Functions

Property Registration Section

Program Management

  • Provide program management of the Property Registration Program, including oversite of the Property Registration database.
  • Supervise four support staff members whose responsibilities include processing applications, data entry, and assisting customers both in-person and over the phone.
  • Monitor employees' work to insure data integrity.
  • Respond to requests regarding registration data by researching bankruptcy data, legal documents, and property records.
  • Manage the online property registration system, including running property registration open order reports, Residential Property Pending Foreclosure (RPFF), and Land Management System (LMS) Accela data queries.
  • Update property recording data provided by the City Assessor’s Office and Department of City Development regarding division of parcels and City property sales.
  • Respond to service requests from residents and alderpersons regarding property registration issues.
  • Create management reports to monitor the activity of the registration program.
  • Create and revise forms, policies and procedures to ensure program efficiency.

Program Education

  • Educate internal and external customers on the use of Property Registration data and program processes.
  • Confer daily with financial institution personnel regarding foreclosure and Real Estate Owned (REO) properties, including addressing concerns, explaining processes, and completing paperwork properly.
  • Educate and explain departmental and programmatic procedures and policies, to increase compliance with Property Registration ordinance (MCO 200-51.5), to attorneys, realtors, title companies, property owners, property managers, financial institutions, and others.
  • Train aldermanic aides to enable them to explain the Property Registration ordinance to their constituents.
  • Assist employees of DNS and other City departments in understanding and interpreting Property Registration data.
  • Handle complex issues regarding bankruptcies, foreclosures, and property transfers.     

Orders and Enforcement

  • Issue enforcement orders to property owners, in accordance with MCO 200-51.5.
  • Issue follow-up letters for non-compliance with orders and apply enforcement fees.
  • Respond to inquiries regarding recording orders.
  • Evaluate requests for reductions/cancellations of pending fees and make appropriate adjustments.
  • Evaluate requests for reductions/cancellations of assessed fees and submit adjustment requests.

Training

  • Conduct Property Registration Training which includes creating, facilitating and maintaining a six-month training program for new employees.    
  • Conduct ongoing training and mentoring for existing staff as new policies and procedures are created.
  • Create, facilitate and maintain training seminar and documentation for departmental staff.

Administrative Services Section

  • Serve in a co-supervisory role to oversee the day-to-day duties of six administrative and customers service staff members who perform functions such as payroll, accounting, purchasing, cash handling, billing, licensing and contract administration.  
  • Assume responsibility for the operation of the Administration section and supervision of the staff in the absence of the Finance and Administration Manager.
  • Respond to requests from the Commissioner and/or other managers for special projects, such as invoicing bulk mailing, handling open records requests, and responding to aldermanic service requests.  

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. Bachelor’s degree in accounting, business administration, public administration or a closely related field from an accredited college or university.
  3. Two years of experience providing administrative support to a customer-focused program, including one year in a lead capacity.

Equivalent combinations of education and experience may also be considered; for example, an associate’s degree in a related field plus four years of job-related experience as described above (including at least one year in a lead worker role) is considered equivalent.

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.

Knowledge, Skills, Abilities & Other Characteristics

Technical

  • Ability to learn and interpret the DNS policies and procedures, specifically those related to the Property Registration Program.
  • Ability to learn and efficiently use the Property Registration, File Director, MyMilwaukeeHome, and Laredo database.
  • Ability to efficiently utilize standard computer software and programs, such as word processing and spreadsheet.
  • Ability to read, understand and apply work-related documents, laws, policies, and technical publications.
  • Analytical skills to gather, research, and review information to determine trends, offer solutions and prepare reports.
  • Ability to work independently and function as part of a team.
  • Attention to detail to review the work of others and to ensure accuracy in work and compliance.

Supervisory

  • Knowledge of supervisory principles and best practices.
  • Ability to effectively lead a team of support and customer service staff.
  • Ability to effectively plan and delegate work, manage multiple priorities, and work within tight time constraints to meet deadlines.
  • 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.

Customer Service, Communication and Interpersonal

  • Knowledge of principles and processes for providing excellent customer service, including assessing customer needs, meeting quality standards for service, and evaluating customer satisfaction.
  • Ability to provide customer service training, establish customer service goals, and resolve escalated complaints in a diplomatic manner.
  • Written communication skills, including the ability to produce correspondence, reports, and procedures.
  • Verbal communication skills to convey technical information to internal and external customers.
  • Ability to maintain effective working relationships with colleagues, elected officials, representatives of outside agencies, and the public.

Judgement and Responsibility

  • Ability to plan and organize work to meet deadlines.
  • Ability to work effectively despite interruptions.
  • Ability to work with confidential information and properly maintain sensitive records.
  • Decision-making skills and the ability to exercise discretion.
  • Ability to be honest and trustworthy and to adhere to departmental guidelines, policies and practices.
  • Ability to represent the department honestly and ethically.

Current Salary

The current salary range (PR 1BX) is $50,636-$70,347 annually, and the current resident incentive salary range for City of Milwaukee residents is $52,155-$72,458 annually. Appointments 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; written tests; interviews; or other assessment methods. The Department of Employee Relations and Department of Neighborhood Services reserve the right to call only the most qualified candidates to oral exams, performance tests, or personal interviews. 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

  • APPLICATIONS and further information may be accessed by visiting, https://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 at City Hall, 200 E. Wells St., Room 706, Milwaukee, WI 53202.

Conclusion

EEO 102

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