PROGRAM ASSISTANT III

Program Assistant III-Human Resources

Under the direction of the MHD Health Human Resources Administrator, the Program Assistant III provides confidential administrative support to the Human Resources team.

Program Assistant III-Finance and Administration

Under the direction of the MHD Budget and Administration Manager, the Program Assistant III performs key support functions related to MHD’s grant-funded activities, specifically the programs funded by the American Rescue Plan Act (ARPA).

Human Resources Position

• Perform notetaking during investigations and disciplinary meetings; maintain related documentation. 
• Respond to and record employment verification requests. 
• Maintain employee files, including employment, injury and medical files.
• Complete annual compliance audits, including verification of licensure. 
• Serve as back up to the Health Payroll Specialist, including support of the contract staff payroll review and hiring. 
• Support the new employee orientation process, including the preparation of new employee orientation materials. 
• Provide assistance in the onboarding process of new MHD employee including: verify that all components of the hiring check list are complete for new employees upon hire; Secure essential work items for new employees such as: name plate, security badge, parking card, office computer/phone, lab-top, cell phone, City email address; Prompt hiring manager regarding probationary report reviews using calendar reminders; and update the MHD organizational chart to reflect new hires or personnel changes. 
• Serve as the primary reviewer for the MHD Human Resources email box. 
• Respond to questions from employees and managers regarding various HR related topics. Assist the HR Analyst with updating and maintaining the MHD HR intranet.

Finance and Administration Position

• Manage grant files, subaward agreements, compliance documentation, and procurement files and information related to MHD’s America Rescue Plan Act (ARPA) funded programs. 
• Compile, validate, and maintain MHD subaward documents including legal agreements and amendments, scopes of work, budgets, and performance plans for ARPA funded program partners. 
• Review and validate cost reports and payments for ARPA funded programs managed by MHD, and compile and report data and financial information on MHD’s use of ARPA funding. 
• Publish regular reports on MHD’s ARPA funded programs and provide to MHD leadership, program managers, and City partners. 
• Generate financial reporting information for non-City ARPA awards, and coordinate approval and delivery of ARPA financial reports. 
• Process payment vouchers, account code creation, and other bookkeeping transactions for MHD’s ARPA projects.

Program Assistant III:

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, 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 grants.
• 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.
• Ability to learn and use the City’s financial management information system and human resources management system.
• Ability to operate standard office equipment, including copiers and printers.
• Knowledge of English language, including sentence structure, grammar, and punctuation.
• Ability to accurately maintain numerical and alphabetical filing systems.
• Ability to process mail and manage supplies.

COMMUNICATION

• Written communication skills to proofread documents and produce clear and concise business correspondence.
• Verbal communication skills to convey information clearly and effectively to customers and coworkers.

CUSTOMER SERVICE AND INTERPERSONAL

• Ability to work effectively with managers, coworkers, and other City staff.
• Ability to share information and work cooperatively and respectfully with people whose backgrounds may differ from one’s own.
• Appreciation of and dedication to racial equity and inclusion.

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.
• Attention to detail and ability to perform work accurately.

PROFESSIONALISM

• Coping skills to be able to remain calm in sensitive situations.
• Honesty, integrity, and the ability to maintain confidentiality.

PROGRAM ASSISTANT III (Pay Range 5IN):

The current annual starting salary is $48,735, and the current resident incentive starting salary for City of Milwaukee residents is $50,197. Appointment will be made in accordance with 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, a written test, an interview, or other assessment methods. The Department of Employee Relations and the Milwaukee Health Department reserves the right to call only the most qualified candidates to oral exams, 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.

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 needs of the City 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 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 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.

EEO 501

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.