PROGRAM ASSISTANT III - BILINGUAL

The City of Milwaukee is proud to employ a diverse workforce dedicated to delivering exceptional service to its residents.  If you are passionate about being part of an inclusive team of public servants, please consider the following opportunity.

The Program Assistant III-Bilingual provides administrative support to the Milwaukee Water Works (MWW) Lead Service Line Replacement (LSLR) project by serving as the primary point of contact for information, managing databases, and leading the program’s administrative support team.

LSLR Program Support

• Serve as a primary point of contact for LSLR project information and the LSLR database.
• Assist with scheduling of LSLR projects with property owners and MWW crews and/or private contractors.
• Prepare and process correspondence and other documents for review and approval by managers.
• Collect, enter and track data associated with LSLR work activities in the LSLR work order database.
• Review contractor invoices to confirm appropriate charges and assignment of costs to public and private portions of the water service line replacement and forward for payment.
• Track and report non-responsive property owners for referral to the Department of Neighborhood Services (DNS) for ordinance enforcement activities.
• Report progress of LSLR projects to MWW utility and section leadership.
• Ensure LSLR project activities comply with City contract requirements.

Personnel Support

• Serve as a lead worker for the program’s administrative support team.
• Ensure administrative work has been completed accurately and by required deadlines.
• Review work for discrepancies or errors.
• Coordinate and perform training of new administrative support staff.
• Maintain effective working relationships with various sections of MWW, City departments, vendors, and contractors to conduct departmental business.

Spanish/English Interpretation

• Provide Spanish-English interpretation.
• Provide excellent customer service by phone and in person, including responding to inquiries and explaining departmental policies and procedures, in either English or Spanish, as needed.
• Proofread written materials to ensure accuracy and correct grammar, punctuation, vocabulary and spelling in both English and Spanish.
• Translate short statements and documents to create Spanish language versions.

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.

• Program Assistants must be able to stand, walk, stoop, push, and pull, as well as move and lift objects weighing up to 10 lbs. regularly.

1. Associate Degree in office administration, business management, information technology, or a related field from an accredited college or university.
2. Three years of administrative support experience performing duties closely related to the position.
3. Bilingual in Spanish and English, including the ability to provide both translation and interpretation.

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 offer.

• Experience with enQuesta.

Technical

• Knowledge of best practices for providing administrative support.
• Knowledge of the principles and practices of providing customer service.
• Ability to read and interpret job-related documents, including instructions, policies, procedures, reports, ordinances, and contracts.
• Ability to effectively use standard computer programs such as Microsoft Word, Excel, and Outlook, and presentation programs.
• Ability to attain thorough knowledge of the MWW LSLR program, including related software and applications such as the Access database for LSLR records.
• Proficiency using database management applications and the ability to perform accurate data entry.
• Ability to effectively operate office equipment, including telephones, computers and copiers.
• Ability to effectively evaluate program needs, data systems and work processes.
• Ability to compile and analyze data and generate reports regarding program activities.

Communication and Interpersonal

• Strong customer service orientation and high degree of interpersonal skills.
• Written communication skills to write reports and other documents that are thorough, clear, well-crafted and error-free.
• Skill in drafting and proofreading written documents using appropriate English and Spanish language writing conventions, including spelling, grammar and punctuation.
• Ability to demonstrate concern for meeting or exceeding the needs of both external and internal customers.
• Interpersonal and customer service skills to be able to establish and maintain good working relationships with elected officials, City staff and the public.
• Ability to work effectively and cooperatively with co-workers and other individuals whose backgrounds may differ from one’s own.
• Ability to foster teamwork and gain others’ support for ideas, proposals, projects and solutions.
• Excellent telephone and office etiquette skills.

Organization, Judgment, and Professionalism

• Ability to think critically and analytically.  
• Ability to perform work with a high degree of accuracy, detail, and quality.
• Ability to exercise judgment, discretion, tact, and diplomacy and to remain calm under pressure.
• Ability to demonstrate a high degree of initiative, planning skills and dedication to the improvement of processes.
• Ability to probe for answers and solve problems.
• Ability to organize, work independently, and complete assignments and projects on time.
• Honesty, integrity, professionalism, and the ability to maintain confidentiality.
• Ability to serve as an effective custodian of City resources.

Bilingual Communication

• Ability to communicate effectively verbally with customers in both English and Spanish.
• Ability to read, understand, and process work-related documents, such as correspondence or completed forms, in both English and Spanish.
• Written communication skills in both English and Spanish, including the ability to translate program materials and prepare correspondence.

The current salary range (Pay Range 5JN) is $62,229-$77,296 annually, and the resident incentive salary range for City of Milwaukee residents is $64,718-$80,388 annually. Appointment will be made in accordance with the provisions of the City of Milwaukee Salary Ordinance.

Any employee who holds a position designated as bilingual in the Positions Ordinance shall be paid an additional $2.00 per hour.

BENEFITS: 
The City of Milwaukee provides a comprehensive benefit program, which includes the following:

• Wisconsin Retirement Systems (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 City's needs have been met. Qualified applicants will be notified of the date, time, and place of the selection process components. Unless required by law, the City of Milwaukee will not provide alternative dates or times for the selection process. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.

NOTE: Candidates for the Program Assistant III-Bilingual position will be required to participate in an assessment of their communication skills in interpreting and translating between English and Spanish.

• 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 501

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