PROGRAM ASSISTANT II

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

The Program Assistant II assists with the administration of all contract execution and compliance functions in the Contracts Unit of the Department of Public Works (DPW).

Bid Process and Contracts Assistance

• Assist the Contract Compliance Officer with various tasks related to the bid process on contracts for DPW projects.
• Advertise, post, and maintain Official Notices of projects currently open for bidding on the DPW website and in the electronic bidding system.
• Schedule and host virtual meetings for bid openings.
• Review bid proposals with the Contract Compliance Officer and project specifications at the post-bid opening meeting; award and draft contracts based on the review.
• Schedule new bidder meetings for the new DPW contractors with the Contract Compliance Officer.
• Track and file contract documentation, including contractor time reports, Small Business Enterprise (SBE) and Residence Preference Program (RPP) compliance documents.
• Maintain and monitor contracts with renewals and extensions.

Customer Service and Compliance

• Respond to inquiries from internal staff and the contracting community.
• Provide RPP certifications for the public.
• Review, record, and file invoices, Form D for SBE compliance, Summary of Working Day reports, Certificates of Liability Insurance, and other documents.

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. 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. Four years of progressively responsible administrative support experience performing duties closely related to the essential functions listed above.
3. Must obtain Notary certification within six months of appointment.

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.

Technical

• Knowledge of best practices for providing administrative support.
• Ability to read and interpret job-related documents.
• Ability to effectively use standard computer programs such as Microsoft Word, Excel, and Outlook.
• Ability to learn software and applications specific to DPW-Contracts, specifically, DPW apps, Bid Express, etc.
• Ability to effectively evaluate program needs, data systems, and work process flows.
• Ability to generate and maintain contract-related reports.

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.
• Verbal communication skills to work with customers, co-workers, and vendors effectively.
• Ability to demonstrate concern for meeting or exceeding the needs of both external and internal customers.
• Ability to exercise tact and diplomacy and remain calm under pressure.
• Ability to work both independently and in a team-oriented, collaborative environment.
• Ability to work effectively and cooperatively with people of all levels and with those whose backgrounds may differ from one’s own.
• Ability to 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 organize and complete work assignments promptly.
• Ability to perform work with a high degree of accuracy, detail, and quality.
• Ability to exercise judgment, discretion, and tact in handling departmental matters.
• Ability to demonstrate a high degree of initiative, planning skills, and dedication to the improvement of processes.
• Honesty, integrity, professionalism, and the ability to maintain confidentiality.
• Ability to serve as an effective custodian of City resources.

The current salary range (Pay Range 5IN) is $57,620-$74,186 annually, and the resident incentive salary range for City of Milwaukee residents is $59,925-$77,153 annually. Appointment will be made in accordance with the provisions of the City of Milwaukee Salary Ordinance.

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 the 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 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.