ADMINISTRATIVE SPECIALIST SENIOR

The City of Milwaukee is proud to employ a workforce committed to providing exemplary service to its residents. If you are passionate about being part of an inclusive team of public servants, please consider this opportunity. 

Candidates selected for hire will start on or after December 21, 2026.

The Administrative Specialist–Senior oversees and coordinates the Department of Emergency Communications’ (DEC) highest-level administrative functions and serves as a confidential executive assistant to the Emergency Communications Director.

Executive Administrative Support

• Serve as the confidential executive assistant to the Emergency Communications Director and Deputy Director, managing sensitive assignments and providing high‑level administrative support.
• Coordinate calendars, schedule meetings, prepare agendas, and organize logistics for the Director and Deputy Director.
• Independently draft and edit confidential correspondence, reports, presentations, and briefing materials.
• Provide support for special projects, department-wide projects, events, and initiatives.
• Coordinate probationary tracking and schedule required reviews for administrative and operations staff, including ensuring timely documentation.

Administrative

• Serve as a liaison for daily operations with departments such as the Milwaukee Police Department (MPD), the Milwaukee Fire Department (MFD), Information and Technology Management Division, Common Council, the Fire and Police Commission (FPC), Office of Emergency Management, Purchasing Department, Department of Employee Relations, City Attorney, and Comptroller.
• Serve as a liaison for daily operations with area Public Safety Answering Points (PSAPs) as well as area fire and police departments’ executive leadership.
• Serve as a liaison with the Office of the Mayor of Milwaukee, and other agencies including but not limited to the Milwaukee County Office of Emergency Management, Wisconsin Department of Military Affairs, and Wisconsin Department of Revenue.
• Monitor, prepare, and process documents for Common Council, FPC, and other relevant meetings or public hearings.
• Assist in creating, updating, and maintaining departmental rules, procedures, and reference materials.
• Assist other department managers with administrative needs.
• Work collaboratively with all DEC administrative support positions to ensure continuity of operations.
• Manage and coordinate department calendars, emails, and email groups/lists.
• Identify and implement opportunities to streamline administrative workflows and improve operational efficiency.
• Manage incoming calls, route inquiries, and provide excellent customer service.
• Coordinate daily mail pickup, delivery, and distribution.
• Create and maintain an internal style guide, naming conventions, and version control standards.
• Act as the department’s lead administrative support professional, mentoring other administrative support roles.

• Successful completion of the Criminal Justice Information Services (CJIS) background check at the time of appointment and throughout the duration of employment; your application will be rejected if you have been convicted of a felony.  

1. Four years of progressively responsible administrative support experience in an office setting, including performing tasks such as a confidential executive assistant, managing calendars, handling internal and external communications, tracking data, and maintaining files.

Equivalent combinations of education and experience may be considered.  However, one year of experience performing administrative support duties is required and cannot be substituted.

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.

• Public Safety administrative support experience.
• Familiarity with Public Safety operations.

TECHNICAL

• Knowledge of office procedures: scheduling meetings and special events, compiling agendas, creating minutes, and other methods for memorializing departmental meetings.
• Knowledge of office systems, terminology, and equipment.
• Knowledge of open records principles, record retention, and handling of open records requests consistent with Wis. Stat. § 19.31-35.
• Ability to read and interpret complex job-related policies, ordinances, and rules. 
• Ability to manage calendars and coordinate meetings.
• Ability to maintain organized filing systems both in physical and virtual forms.
• Ability to utilize related computer software programs, including Microsoft 360 enterprise tools and software, and Workday.
• Ability to prepare and route contracts, agreements, and internal forms using DocuSign and Adobe, ensuring timely signature collection and tracking.
• Knowledge of the English language, including proper sentence structure, grammar, and punctuation.
• Skilled in using Microsoft Windows and Microsoft Office to create documents, maintain databases, and prepare reports.
• Accurate data entry skills with great attention to detail.
• Ability to learn and apply the City of Milwaukee Ordinances, policies and procedures, and civil service rules.
• Ability to learn and apply Fire and Police Commission rules, including recruitment, appointment, and appeals policies and workflows.
• Ability to learn and apply MPD and MFD operations, departmental organization, and workflows.

COMMUNICATION AND INTERPERSONAL

• Verbal communication skills to share information and respond to questions.
• Written communication skills to prepare accurate reports and correspondence.
• Ability to work cooperatively with team members and serve as back-up on critical job functions shared among a small work team.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.
• Ability to maintain effective working relationships with fellow staff, management, contractors, elected officials, other City staff.

JUDGMENT AND RESPONSIBILITY

• Problem-solving and analytical skills, including the ability to evaluate options, find the best solutions, and make recommendations.
• Ability to plan, organize, initiate, prioritize, and complete work to achieve objectives promptly, within deadlines, and with limited supervision.
• Ability to meet competing, challenging, and ever-changing priorities.
• Ability to perform work with a high degree of accuracy, detail, and quality.
• Ability to remain professional at all times.
• Ability to maintain confidential information.
• Honesty, integrity, and the ability to use City resources responsibly.

The current salary range (Pay Range 2GX) is $66,992-$78,768 annually, and the resident incentive salary range for City of Milwaukee residents is $69,672-$81,918 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

BENEFITS

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

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 otherwise 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.

• 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.

The City of Milwaukee is an equal opportunity employer.