PROGRAM ASSISTANT II

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

The Program Assistant II performs a variety of supportive tasks related to permit intake, processing, and coordination for the Department of Neighborhood Services (DNS) Development Center.

CUSTOMER SERVICE

• Provide excellent customer service by phone and in person, including responding to inquiries and explaining departmental policies and procedures.
• Provide detailed and thorough written and verbal correspondence to applicants regarding departmental requirements related to plan review and permitting.
• Maintain effective working relationships with various City departments to conduct departmental business.
• Provide support, including routing permits and plans, and handling conditional occupancies.

PERMIT APPLICATION PROCESSING

• Perform plan check-in for submitted building permits. Verify compliance with plan submittal and municipal zoning requirements.
• Manage plan submittals and route to appropriate staff, including labeling and logging information into permit system. In addition, track and monitor plan status, notify customers of plan status, and issue building permits.
• Assist with building permit application processing and review for completeness and compliance with legal standards and city requirements.
• Review, approve, and process various permit applications not subject to plan examination review, including electrical; heating, ventilation, and air conditioning (HVAC); plumbing; certificates of occupancy; windows; and siding.
• Accept, process, and issue commercial permits in accordance with plan review letters and permits in the public way such as occupancy, excavation, restoration, sewer connection, driveway approach, utility, oversize load, building moving, sidewalk café, water, fire hydrant, and deferred water main charge applications.
• Assign addresses for new lots, new construction, alterations, and additions associated with building permit applications or projects; coordinate address assignments with the department, planning, the Department of Administration-Information and Technology Management Division (ITMD), and the Office of the Assessor.
• Prepare records for archiving and forward records to City Records, including verifying records and correcting permit data.

CASHIERING

• Calculate and estimate fees for plan review and permits.
• Process permits and fees and handle other transactions using the Development Center’s cashiering system.
• Complete close-of-day balancing of deposits, and import financial information using Oracle’s PeopleSoft Financial Management Information System (FMIS).

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.

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.

• Program Assistants must be able to stand, walk, stoop, push, and pull, as well as move and lift objects weighing up to 10 lbs. regularly.

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 administrative support experience coordinating and working on a variety of clerical assignments 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 offer.

• Cashiering experience.
• Experience using a financial management information system.
• Conversational language proficiency in Spanish or Hmong.

TECHNICAL

• Knowledge of best practices for providing administrative support.
• Proficiency using standard computer applications, including the Microsoft Office Suite, to create documents, use spreadsheets, manage databases, and generate reports.
• Ability to read, understand, and interpret job-related documents, technical specifications, and City ordinances.
• Basic knowledge of construction drawings, including property surveys and engineering submittals.
• Knowledge of mathematics and the ability to make accurate calculations to execute various functions performing cashiering duties.
• Ability to learn and use the City’s financial management information system and other enterprise systems.
• Ability to operate standard office equipment, including copiers, printers, and fax machines.
• Ability to learn and accurately perform cashiering duties.
• Ability to file accurately and maintain recordkeeping systems.

COMMUNICATION AND INTERPERSONAL

• Ability to provide excellent customer service to the public.
• Knowledge of the English language, including proper sentence structure, grammar, and punctuation.
• Verbal communication skills to be able to convey information clearly and effectively to customers and coworkers.
• Written communication skills to be able to proofread documents and produce clear and concise business correspondence.
• Ability to remain positive and calm when customers behave in a difficult manner.
• Interpersonal skills to be able to work effectively and cooperatively with managers, employees, and staff from other City departments.
• Ability to work effectively in a team environment, including the ability to work cooperatively with those whose backgrounds may differ from one’s own.

ORGANIZATIONAL AND PROFESSIONALISM

• Ability to work independently and within a team environment.
• Ability to effectively organize, prioritize, and complete work assignments accurately within deadlines.
• Ability to exercise judgment, discretion, and tact in handling departmental matters.
• Honesty, integrity, professionalism, and the ability to maintain confidentiality.

The current salary range (Pay Range 5FN) is $44,257-$50,197, and the resident incentive salary range for City of Milwaukee residents is $45,585-$51,703. Appointment will be made in accordance with the provisions of 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, an evaluation of written communication, interviews, and/or other assessment methods. The Department of Employee Relations and the Department of Neighborhood Services 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.