ADMINISTRATIVE ASSISTANT II

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 II manages various administrative support functions for the Department of Public Works’ (DPW) Safety, Accounting, Payroll, and Human Resources sections.

Administrative Support

• Process accident and injury forms.
• Process medical documentation related to injuries.
• Assist with the federally mandated random drug and alcohol testing programs.
• Assist the safety team with the training platform, including sending out training notices and gathering metrics and reports.
• Serve as backup to the DPW Commissioner’s front desk.
• Provide additional administrative support to the Accounting section, Payroll section, and management within the DPW Administration division.

Records and Supply Maintenance

• Maintain documentation related to chain of custody forms for drug and alcohol testing.
• Process incoming invoices for the Safety division.
• Serve as the point of contact for office supply orders, contracts, and systems.
• Update the DPW Incident application and the injury log.
• Assist with maintaining records and files.

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.

• The Administrative Assistant II must be willing and able to assist with on-site random drug testing.

1.  Four years of experience providing administrative support, including at least one year providing administrative support in an employee benefits, safety, worker's compensation or human resources environment. 

2.  Valid driver’s license at time of appointment and throughout employment.

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.

Technical

• Knowledge of office systems and procedures.
• Ability to read and interpret Federal drug and alcohol regulations, State statutes, and City ordinances.
• Intermediate-level proficiency using Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Keyboarding and data entry skills.
• Familiarity with office equipment, including telephones, computers, copiers, and fax machines.
• Ability to learn and effectively use departmental tracking applications and employee data systems.
• Ability to analyze processes and protocols and provide collaborative feedback to make improvements.

Communication and Interpersonal

• Knowledge of customer service best practices and the ability to incorporate them into operations.
• Ability to provide excellent customer service to residents from all backgrounds.
• Ability to listen well and work harmoniously in a team environment.
• Ability to communicate clearly and effectively on the phone and in person.
• Ability to remain calm and professional when serving upset customers.
• Written communication skills to proofread documents so that they are publication-ready; knowledge of and ability to apply grammatical and punctuation conventions using the English language.
• 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.

Organizational and Critical Thinking

• Attention to detail to ensure accurate documentation for safety records.
• Ability to perform accurate data entry.
• Ability to handle multiple priorities and to work within tight time constraints.
• Ability to approach problems in a logical manner and develop and implement solutions.
• Superior organizational skills, including the ability to accurately maintain multiple filing systems, correspondence, confidential documents, reports, and other material.
• Ability to work with sensitive information.
• Ability to exhibit exemplary professionalism.
• Honesty, integrity, and the ability to maintain complete confidentiality.

The current starting salary (Pay Range 6KN) is $49,399-$58,914 annually and the resident incentive starting salary for City of Milwaukee residents is $50,881-$60,681 annually.

Appointment will be made in accordance with the provisions of the Salary Ordinance.

BENEFITS ~ 

The City of Milwaukee provides a comprehensive benefit program that includes the following:

• Wisconsin Retirement System (WRS) 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.

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. 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.

• APPLICATIONS 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 located at 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.