PROGRAM ASSISTANT III

Under the direction of the Milwaukee Waters Works (MWW) Management Engineer, the Program Assistant III assists the MWW Engineering team with administrative tasks related to contracting, invoice management, and regulatory compliance.

PROGRAM SUPPORT

• Track and report the status of the Water Main Capital Improvement Program and Plants Capital Improvement Program.
  • Update and maintain the schedule for contracting and assist in the processing and tracking of invoices and payments for contracts.
• Track and report the status of engineering consultant and construction contracts including water main replacements, lead service line replacements, and water plants.
  • Perform tasks related to processing change orders, payments, and contract correspondence.
• Manage the customer notifications for Lead Service Line Replacements and the Water Main replacement program.
  • Update project information on the website and geographic information system (GIS).
• Complete tasks related to the tracking and filing of correspondence for compliance with the requirements of the Department of Natural Resources (DNR) and the Public Service Commission (PSC).
  • Review procedures for necessary revisions. 
  • Coordinate timely and consistent data collection and recording for regular reporting.
• Provide data management for various engineering spreadsheets and documents.
• Prepare documents related to contracts and distribute information to necessary departments.
• Attend community outreach meetings as a representative of MWW and assist with the coordination and preparation of public outreach materials.
• Maintain supervisors’ schedules and manage calendars for staff, such as absence analysis calendars.

CUSTOMER SERVICE

• Answer telephones, direct calls, and take messages.
• Provide excellent customer service by phone and in person, including responding to inquiries and explaining departmental policies and procedures. 
• Maintain effective working relationships with various City departments to conduct departmental business.

• 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.
• Occasionally work outside standard business hours to meet departmental needs.

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. Associate Degree in office administration, business management, information technology, general studies, or a related field from an accredited college or university.
3. Three years of administrative support experience performing duties 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 best practices for providing administrative support.
• Ability to read and interpret job-related documents, such as instructions, policies, procedures, reports, ordinances, and contracts.
• Ability to learn and use the City’s online meeting and video conferencing platforms.
• Proficiency using word processing and spreadsheet applications to produce documents and reports.
• Knowledge of database management and the ability to perform accurate data entry.
• Ability to learn and use the City’s financial management information system and other enterprise systems.
• Ability to learn invoice and payment practices.
• Knowledge of mathematics and the ability to make accurate calculations to execute various functions such as payment processing.
• Ability to operate standard office equipment, including copiers, printers, and fax machines.

COMMUNICATION

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

CUSTOMER SERVICE AND INTERPERSONAL

• Ability to share information and work politely with contractors, business owners, and the public.
• Ability to work effectively with managers, coworkers, and other City staff.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.

CRITICAL THINKING AND ORGANIZATIONAL

• Ability to work with managers and professionals to compile and analyze information.
• Ability to solve problems satisfactorily and exercise sound judgment.
• Ability to exercise independence in carrying out the responsibilities of the position.
• Ability to show initiative and continually improve processes.
• Ability to plan and complete work assignments in a timely manner.
• Ability to accurately maintain numerical and alphabetical filing systems.
• Attention to detail and ability to perform work accurately.
• Ability to process mail and manage supplies.

PROFESSIONALISM

• Ability to create office manuals and job aids, train staff, and serve as departmental training coordinator.
• Ability to oversee the operations and maintenance of office equipment.
• Coping skills to be able to remain calm in sensitive situations.
• Honesty, integrity, and the ability to maintain confidentiality.
• Ability to serve as an effective custodian of City resources.

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 Employee Relations and the Department of Public Works reserve 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 City's needs 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 completed 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 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.