PROGRAM ASSISTANT I

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

The Program Assistant I independently provides accounting and fiscal management services for the Home Investment Partnership Program (HOME) and performs general office duties, including interacting with the public and documenting intake forms and materials.

HOME Program Administration:

• Set-up, amend and close accounts for HOME funded projects.
• Perform accounting functions, including reviewing and setting up accounts for HOME applicants, reviewing contractor payment requests, verifying and updating account balances, and submitting payment vouchers to the Comptroller office . Maintain the HOME client database. Prepare the acceptance correspondence to eligible HOME clients and maintain all HOME client files.
• Gather information from feasibility packages and applications for use in establishing accounts, files and related program records.
• Maintain and review the HOME Excel spreadsheet for client set-ups and verify set-up balances in the United States Department of Housing and Urban Development’s Integrated Disbursement and Information System (HUD's IDIS).
• Enter set-up, payment and reporting information in HUD's IDIS system.
• Prepare all acceptance correspondence and create HOME client files to approved HOME clients.
• Reconcile HOME funds to HUD's reporting system and to the Comptroller's FMIS system.
• Provide departmental management staff with financial and activity status reports under the HOME program.

• Interact with City departments to discuss and resolve payment, reporting and accounting issues.
• Establish and maintain computer and paper files of grant related records.
• Review and process invoices, payment requests and related documentation.
• Control supply purchases for the Community Development Grant Administration (CDGA).
• Maintain the director’s calendar and schedule.

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 do the following:

• Exert up to 10 pounds of force occasionally to lift and move objects.

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 progressively responsible administrative support experience performing duties closely related to this position.

Equivalent combinations of education and experience may be considered. Related post-secondary education, such as business administration coursework from an accredited school, may be substituted for up to one year of the experience requirement. For anyone seeking to have coursework considered, transcripts are required, which must be received by the application period closing date. Transcripts should be attached to the online application. Applications without transcripts attached may be considered incomplete and may be rejected. Unofficial copies are acceptable; however, the transcripts must be legible and include the school name, applicant name, degree completed (if applicable), and date completed.

Technical

• Knowledge of the principles and practices of office administration, including customer service, records management, and meeting and travel coordination.
• Ability to learn and use specialized departmental software applications.
• Ability to assist with the compilation of statistical data and report creation.
• Ability to read and understand work-related documents.
• Skill in producing routine correspondence, spreadsheets, and reports using standard software programs, as well as the ability to enter data accurately and maintain databases.
• Ability to maintain physical and electronic filing systems.
• Ability to manage complex processes with accuracy and attention to detail.
• Knowledge of proper English language conventions, including spelling, grammar and punctuation, to be able to write and edit correspondence.

Communication and Interpersonal

• Listening, verbal communication, presentation, and facilitation skills.
• Ability to work cooperatively and effectively with people whose backgrounds may differ from one’s own.

Professionalism

• Ability to exhibit patience and professionalism and exercise good judgment when working with colleagues, elected officials, outside agencies, and residents.
• Ability to effectively organize and prioritize tasks in order to meet deadlines for completion.
• Honesty, integrity, and the ability to maintain confidentiality.

The current salary range (Pay Range 5EN) is $41,311-$47,658 annually, and the resident incentive salary for City of Milwaukee residents is $42,550-$49,088. Appointment will be made in accordance with the provisions of the 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, written tests, interview, or other assessment methods. The Community Development Grant Administration reserves the right to call only the most qualified candidates to oral, performance tests or personal interviews. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

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 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.jobaps.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 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.