PROGRAM ASSISTANT I

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

The Program Assistant I, in the Sanitation District Field Offices, performs administrative functions including staff and equipment scheduling, statistical report compilation, work order tracking, and general office duties.

IMPORTANT NOTE: This recruitment may be used to fill other Program Assistant I vacancies in the Department of Public Works (DPW).

Scheduling and Payroll:

• Schedule staff for sanitation assignments.
• Reassign staff due to call-outs and time-off by updating daily reports.
• Update truck assignments and change reports due to breakdowns and availability.
• Conduct payroll for sanitation staff, maintaining complete, accurate, and up-to-date payroll records.

Reporting and Office Administration:

• Print, track, and update work orders of all service requests reported to the Unified Call Center; create work order reports, ensuring that all work orders are in progress and updated promptly.
• Update and maintain reporting metrics to facilitate centralized data aggregation and analysis.
• Update records in cart database and inventory management systems, maintaining correct cart serial numbers to address association and verify property is eligible for carts requested or assigned.
• Prepare route frequency reports.
• Prepare and distribute maps of sanitation services, including garbage and recycling collection, cart replacement, street and alley sweeping, and salt and plow routes.
• Assist management in tracking and documenting disciplinary matters.
• Assist management with driver tracking, form completion, and database entry.
• Organize and upkeep physical and electronic filing systems.
• Maintain inventory of all forms and supplies for the office and yard; update inventory databases and spreadsheets and request supplies.
• Provide office support in the field offices on a scheduled rotation for snow and ice control operations during the winter.

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.

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 Program Assistant I must be willing and able to:

• Work any shift and extended hours, including weekends and holidays, during the winter season.
• Work in various weather conditions.
• Lift and move objects weighing up to 10 pounds occasionally.

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. Three years of experience in administrative duties closely related to the essential functions listed above.

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 procedures, systems, terminology, and equipment.
• Knowledge of customer service best practices and the ability to incorporate them into operations.
• Ability to learn and work with the City’s enterprise systems including the payroll time entry system and information management and work order system, JobAps.
• Ability to learn the City of Milwaukee’s ordinances related to Operations’ sections.
• Ability to read and understand work-related documents such as government regulations, departmental policies, and city ordinances.
• Intermediate to advanced skill in using standard computer applications such as Microsoft Word, Outlook, and Excel, including importing and exporting information and performing queries.

Communication and Interpersonal:

• Verbal communication skills to share information and respond to questions clearly.
• Ability to communicate clearly and effectively on the phone and in person.
• Written communication skills to prepare clear and concise business correspondence and reports, including the ability to proofread documents.
• Ability to work independently and as part of a team.
• Ability to maintain effective working relationships with fellow staff, management, contractors, consultants, elected officials, other City staff, community partners, and outside agencies.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.

Critical Thinking and Professionalism:

• Ability to organize and complete work assignments in a timely manner.
• Ability to perform work with a high degree of accuracy, detail, and quality.
• Ability to think critically and analytically.
• Ability to effectively evaluate or make independent decisions based on experience, knowledge, and training.
• Ability to be a responsible steward of City of Milwaukee resources.
• Honesty, integrity, and the ability to maintain confidentiality.

The current salary range (Pay Range 5GN) is $53,351-$66,689 annually, and the resident incentive salary range is $54,952-$68,690 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

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, an evaluation of written communication, interviews, and/or other assessment methods. The Department of Public Works reserves the right to call only the most qualified candidates to proceed in the selection process. 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.

• Applications and further information 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 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.