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

The Program Assistant II provides program support to the Infectious Disease Program Director and Public Health Nurses relative to immunizations, immunization compliance, and communicable disease control.

Clinic and Programmatic Support

• Assist in processing immunization clinic paperwork and performing data entry in the Wisconsin Immunization Registry (WIR).
• Process clinic paperwork; audit and reconcile school and childcare immunization records.
• Provide support for the Wisconsin Immunization Registry (WIR) users by establishing and maintaining Wisconsin Immunization Registry (WIR) user profiles for staff and troubleshooting, providing instruction, and preparing documentation for Wisconsin Immunization Registry (WIR) users.
• Assist in monitoring the vaccine inventory at all locations; produce monthly reports regarding vaccine usage per site, invalid doses, transferred vaccines, wasted doses, and expired vaccines.
• Conduct reminder and recall outreach to clients needing vaccinations.
• Perform registration and intake duties; provide administrative support at the MHD Health Centers and various external clinics.

Immunization Compliance

• Track school and childcare compliance with applicable immunization laws; compile required compliance reports to send to the State of Wisconsin.
• Follow up with schools and childcare centers out of compliance with State immunization laws.
• Develop and distribute follow up letters.
• Validate and reconcile immunization records.

Program Promotion and Health Education

• Represent the Infectious Disease Program at events, distributing accurate information on immunization and communicable diseases.
• Distribute accurate information on immunization and communicable diseases and respond to questions.
• Assess client immunization status by reviewing records in the WIR.

• Respond to an emergency or broad impact event.
• Standard work hours are 8:00 am-4:45 pm Monday-Friday
• The required pre-employment vaccines include:
  • TB Test (at time of hire and annually throughout employment)
  • MMR Vaccine
  • Hep B Vaccine
  • Varicella Vaccine
  • Covid 19 Vaccine

1. Four years of administrative support experience performing duties related to the position.

Equivalent combinations of education and experience may be considered; however, two years of administrative support as listed 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.

Technical

• Knowledge of administrative processes, procedures, and best practices.
• Ability to learn and be proficient in the use of the Wisconsin Immunization Registry (WIR) and related software.
• Ability to attain thorough knowledge of a particular program or operational area.
• Knowledge of standard software applications to create documents, use spreadsheets and generate reports.
• Ability to effectively utilize standard computer programs such as Microsoft Word, Excel and Outlook.
• Ability to read and interpret job-related documents, such as instructions, policies, procedures, reports, ordinances, and grants.
• Ability to provide and maintain accurate documentation of programmatic data such as vaccine inventory, immunization records and compliance, and statistical trends.
• Ability to process mail and manage inventory and supplies.

Communication

• Written communication skills to proofread documents and produce clear and concise business correspondence.
• Knowledge of the English language, including proper sentence structure, spelling, grammar, and punctuation to write and edit correspondence.
• Verbal communication skills to convey information clearly and effectively to customers and coworkers.

Customer Service and Interpersonal

• Ability to build and maintain effective working relationships with a multicultural and multi-disciplinary staff, school officials, community partners, and members of the public.
• Ability to work well in a participative, team environment.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one's own.
• Customer service skills and tact, diplomacy, and cultural sensitivity.

Judgment and Professionalism

• Ability to serve the public and represent the department honestly and ethically.
• Ability to maintain confidentiality.
• Ability to reason, consider alternatives, and solve complex problems.
• Ability to be proactive to meet divisional objectives and responsibilities.
• Planning and organizing skills to be able to accomplish goals and meet objectives.
• Ability to organize and complete work assignments in a timely manner.
• Ability to show initiative and continually improve processes.
• Ability to serve as an effective steward of City resources.

The current salary range (5IN) is $57,620-$72,025 annually, and the resident incentive salary for City of Milwaukee residents is $59,348-$74,186 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

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 http://city.milwaukee.gov/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 in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO = 501

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