CLINIC OFFICE COORDINATOR

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

The Clinic Office Coordinator provides confidential administrative and operational support to the Milwaukee Health Department (MHD) Health Centers (Keenan, Southside, and Northwest), including coordinating building maintenance and site operations, security, IT support, inventory, emergency preparedness and drills, and facility meeting room usage.

• Serve as the on-site liaison for maintenance and cleaning crews, security guards, clients, and staff. Coordinate building activities amongst health center leaders, the Department of Public Works (DPW), and security agencies, including receiving supply shipments or other deliveries, scheduling and coordinating evacuation and tornado drills, tracking the testing of fire extinguishers and the automated external defibrillator (AED), and monitoring the contents of first aid and body spill/biohazard/OSHA (Occupational Safety and Health Administration) kits.
• Coordinate communications and designated facility activities to ensure efficient and safe operations, including reserving meeting rooms, creating signage for building events, and scheduling community partner building usage, farmers’ markets, and summer gardening programs.
• Coordinate projects and events related to MHD initiatives on behalf of the health program and health center managers.

• Provide administrative support to health program and health center managers, including preparing routine correspondence, distributing mail, fielding telephone calls, and performing other daily operational duties.
• Serve as the on-site contact for computer-related issues, including collaborating with citywide information technology (IT) staff, performing first-line troubleshooting and end-user support, installing computer hardware and software, and training users.
• Support the onboarding of new health center staff.
• Perform administrative duties in response to emergencies or broad impact events.

Please be advised that new employees are required to have received either both doses of the Moderna or Pfizer or one dose of the Johnson & Johnson vaccine prior to their employment start date or have an approved religious or medical accommodation prior to their employment start date. You can find further information relative to the City’s COVID-19 Vaccination Policy here.

The Clinic Office Coordinator is considered essential staff during public health emergencies.

• Standard work hours are 8:00 a.m.-4:45 p.m., Monday through Friday. Occasional weekend and evening hours may be required.
• Must wear industry-related personal protective equipment (PPE) such as gloves, facemask, or face shield.
• Must be able to lift and move up to 10 pounds.
• While performing the duties of this job, employees may be exposed to infectious agents or toxins.

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, which must include one year of project or site coordination experience performing duties related to the essential functions of this position.
3. The ability to travel independently throughout the City of Milwaukee by public transportation, walking, bicycling, or driving.

Equivalent combinations of education and experience may be considered. Related post-secondary education, such as business administration or administrative health service coursework from an accredited school, may be substituted for up to one year of the experience requirement.  

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 administrative processes, procedures, and best practices.
• Ability to coordinate operations to ensure efficiency and effectiveness.
• Knowledge of continuous process improvement concepts and the ability to initiate new projects.
• Ability to read and interpret work-related documents.
• Written communication skills to be able to produce correspondence, procedures, and newsletters as well as to accurately document clinic and client information.
• Proficiency using word processing, spreadsheet, database, presentation, and personal management software such Microsoft Office.
• Ability to perform first-line IT troubleshooting and end-user support.
• Ability to effectively train staff on new processes or technologies.

CUSTOMER SERVICE AND INTERPERSONAL 

• Ability to provide positive, respectful customer service to clients.
• Ability to work effectively with a multi-cultural and multi-disciplinary staff and other agencies.
• Ability to work cooperatively and fairly with coworkers and customers whose backgrounds may differ from one’s own.
• Ability to resolve complaints in a professional, diplomatic manner.

CRITICAL THINKING  

• Analytical and problem-solving skills to be able to address operational issues independently.
• Decision-making skills and sound judgment.
• Planning and organizing skills to be able to accomplish goals and meet objectives.
• Ability to coordinate multiple ongoing projects simultaneously.

PROFESSIONALISM 

• Ability to work effectively in a busy clinic setting.
• Ability to maintain situational awareness and remain calm during crises.
• Ability to represent the department honestly and ethically as well as to maintain confidentiality.

The current salary range (Pay Range 5FN) is $44,257-$50,197 annually, and the current resident incentive salary range for City of Milwaukee residents is $45,585-$51,730. 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, an evaluation of written communication, interviews, and/or other assessment methods. The Department of Employee Relations and the Milwaukee Health Department 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 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 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.