ADMINISTRATIVE SUPPORT SPECIALIST

*** This position is open to current City of Milwaukee Employees only ***

Serving in a confidential capacity, the Administrative Support Specialist perform functions such as processing open records requests and inquiries from residents and tracking and generating various reports for the Department.

The Administrative Support Specialist assists both the Commissioner of Public Works and the DPW Administrative Services Director.

Administrative Support

• Manage and conduct a high level of confidential administrative functions and support for the Commissioner of Public Works and the Administrative Services Director.
• Maintain the Commissioner’s calendar events, meetings and follow up actions.
• Serve as a liaison with elected officials, the Mayor’s Office, other departments and residents.
• Draft reports, documents, professional correspondence and meeting minutes.
• Ensure strict timelines are met to review and report any issues or adjustments.

Open Records and Permit Management

• Assist with open records requests in collaboration with Administrative Services Director and Marketing and Communications Officer; ensure compliance with related City of Milwaukee legal directives and policies.
• Review, distribute, and prepare Special Event Permits, under the direction of the Permits and Communications Specialist.
• Prepare invoices to collect permit fees and deposits associated with the permit.

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.

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 human resources, accounting, business or a closely related field.
3. Two years of experience providing high-level administration support.
4. Must successfully complete, pass, and maintain the State of Wisconsin Notary Exam within three months of appointment.

Equivalent combinations of education and experience may also be considered.

IMPORTANT NOTE: College transcripts are required and must be received by the application period closing date. Transcripts should be attached to your online application or emailed to staffinginfo@milwaukee.gov with “Administration Support Specialist” in the subject line. Applications without transcripts attached will be considered incomplete and will be rejected. Student/unofficial copies are acceptable; however, your transcript must be legible and include your college/university name, your name, the degree completed (if applicable) and the date completed.

Technical

• Ability to read and understand State Statutes and City Ordinances.
• Ability to effectively utilize standard computer programs such as Microsoft Word, Excel and Outlook.
• Skill in identifying information needed to clarify a situation, seeking the information from appropriate sources, and using skillful questioning to draw out the information when others are reluctant to disclose it.
• Skill in proofreading written documents, using the conventions of appropriate spelling, grammar and punctuation.

Organizational and Critical Thinking

• Initiative and planning skills.
• Ability to use sound judgment.
• Ability to organize assignments and manage time to complete tasks based on departmental deadlines.
• Ability to meet or exceed the needs of external and/or internal customers.
• Initiative, honesty and integrity.
• Ability to work independently

Communication and Interpersonal Skills

• Ability to gain others' support for ideas. proposals, projects and solutions.
• Written communication skills to be able to write reports and other documents that are thorough, clear, well-crafted, and error-free.
• Ability to exercise tact and diplomacy.
• Ability to foster teamwork and a desire to work cooperatively with others in the Department.
• Ability to work cooperatively and effectively with the elected officials, departmental managers, coworkers and residents whose backgrounds may differ from one’s own.

THE SELECTION PROCESS will be job related and will consist of one or more of the following: education and experience evaluation; written, oral, or performance tests, or other assessment methods. The Department of Public Works reserves the right to call only the most qualified candidates to oral and performance examinations. Oral examinations 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 February 1, 2022.  Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the needs of the City have been met.

• 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 values and encourages diversity and is an equal opportunity employer.