PROGRAM ASSISTANT III

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 Program Assistant III provides administrative support for the program managers, coordinators, and staff in the Milwaukee Breast and Cervical Cancer Awareness/Well Woman Program.

 Administrative/Office Support

• Oversee and ensure adherence to the Standards of Practice for all administrative and office support tasks.
• Provide administrative support to clinical staff, management, and coordinators.
• Assume lead responsibility for coordinating operations of the office area, including development of manuals and job aids.
• Develop and improve office and Learning Management System (LMS) Administrator procedures; train other office staff.
• Provide excellent customer service for in-person and telephone inquiries and email correspondence.
• Monitor staff phone usage and voicemail responsiveness.
• Act as the liaison for scheduling appeal hearings for the Commissioner of Health’s office.

Billing and Records Management

• Assist clients with billing issues via collaboration with providers and billing agents.
• Forge and maintain partnerships with providers and billing agents.
• Provide education on Well Woman Program (WWP) eligibility, services and billing for clients, providers, and partners.
• Compile and prepare billing reports monthly.
• Enter, update, and maintain data in various computer databases.
• Maintain files in both paper and electronic formats.
• Develop, maintain, and update procedures for billing management and documentation.

Outreach

• Conduct outreach and recruit women for Well Woman services from community organizations, agencies, or healthcare facilities.
• Help clients navigate and obtain necessary resources at MHD and other agencies.
• Provide navigation services to program clients no longer eligible for Well Woman services.
• Attend pre-approved community meetings and events.
• Serve as a liaison representing and supporting MHD interests.

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.

• Required to respond to an emergency or broad-impact event.
• Required pre-employment vaccines include:
  • TB Test: at the time of hire and annually throughout employment
  • MMR Vaccine
  • Hep B Vaccine
  • Varicella Vaccine
  • Covid-19 Vaccine Confirmation

1. Five years of experience performing administrative work related to the essential functions of this position.
2. Certification as a Notary Public within three months of appointment.

Equivalent combinations of education and experience may also be considered however, one year of experience listed in #1 above is required and may not be substituted with education.

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.

• Ability to provide interpretation in Spanish, Hmong, or another language.
• Experience in healthcare or medical billing.

Technical

• Intermediate skill in the use of Microsoft Office, including Word, Excel, and PowerPoint.
• Knowledge of best practices for providing administrative support.
• Ability to read and interpret job-related documents, such as instructions, policies, procedures, reports, ordinances, and contracts.
• Knowledge of database management and the ability to perform accurate data entry.
• Ability to learn and use the City’s financial management information system (FMIS) and other enterprise systems for payments and processing.
• Ability to process mail and manage supplies.
• Knowledge of English language, including sentence structure, grammar, and punctuation.

Interpersonal and Communication

• Ability to build and maintain effective working relationships with managers and coworkers.
• Ability to proofread documents and produce clear and concise business correspondence.
• Ability to effectively present information in one-on-one and small groups to customers, clients, or other employees of the organization.
• Ability to share information and work politely with contractors, business owners, and the public.
• Ability to confidently and tactfully address concerns from irate customers.
• Ability to provide services in a culturally sensitive manner.
• Ability to build and maintain collaborative working relationships with multi-cultural and multi-disciplinary staff, the public, city officials, and outside agencies.

Mathematical

• Knowledge of mathematics to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.
• Ability to compute rate, ratio and percentage, and to create and interpret bar graphs.
• Ability to make accurate calculations to execute various functions such as payment processing.

Critical Thinking and Professionalism

• Strong attention to detail to ensure accurate tracking and compliance.
• Ability to plan and complete routine work assignments on time.
• Ability to work independently and in a team-oriented environment with people whose backgrounds may differ from one’s own.
• Ability to show initiative and continually improve processes.
• Ability to solve problems and exercise sound judgment.
• Ability to maintain confidentiality and accuracy in preparing and entering information.
• Ability to serve as an effective custodian of City resources.

The current salary range (Pay Range 5JN) is $62,229-$75,045 annually, and the resident incentive salary for City of Milwaukee residents is $64,096-$ 77,296 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

BENEFITS

The City of Milwaukee provides a comprehensive benefit program which includes:

• 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 

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 https://www.jobapscloud.com/MIL/.
• Applications 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 = 501

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