ADMINISTRATIVE ASSISTANT II

Recruitment #2311-0414DC-001

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Introduction

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

Purpose

The Administrative Assistant II is the initial contact for visitors to the Department of Employee Relations (DER) and to the Fire and Police Commission (FPC) and provides direct support to the Staffing Division/Certification Section.

Essential Functions

Customer Service:        

  • Welcomes and assist visitors to the DER and to the FPC, including current and prospective employees and the general public.
  • Answer incoming phone calls to the DER and respond or route accordingly. 
  • Answer general questions on employee benefits, current job openings, and the status of applications.

Administrative Support:

  • Provide support for pre-employment efforts of the Certification Section, including creating and sending medical authorization forms, tracking pre-employment activities and sending Ok-To-Hire notices to hiring departments.    Process I-9 Section II for new hires and rehires to the City of Milwaukee.
  • Address employment verification requests and route Department of Transportation (DOT) employment verification requests.
  • Maintain the Staffing Division’s Do Not Hire List.
  • Maintain and update the Certification Sections’ HR & Payroll Clerk distribution list.

Records Maintenance:

  • In accordance with the City’s records retention schedule, create and maintain confidential filing systems (electronic and physical) for all general city employees.
  • Work with personnel officers, the Employes’ Retirement System (ERS) and City Records to ensure all required documentation is complete and updated for personnel files.
  • Update employee status as employees leave City service or return to City service (both electronic and physical files).

Personnel Action Files & New Employee Orientation Mailboxes:

  • Monitor and track Personnel Action Files for all city employees.
  • Track and store personnel documents. 
  • Assist the Human Resources Assistant with New Employee Orientation activities by responding to inquiries, adding documentation to employee folders, and ensuring that related issues are addressed in a timely manner.

Direct Assistant to Workforce Planning and Certification Supervisor:         

  • Provide administrative support to the Workforce Planning and Certification Supervisor in managing the Disabled Employee Placement Program (DEPP) by drafting and sending correspondence, scheduling meetings, updating files and tracking participant status.
  • Send Public Service Loan Forgiveness forms (signed by the Certification Supervisor) to the requestors.     
  • Schedule sectional meetings, prepare and distribute minutes accordingly.
  • Coordinate meetings for the Workforce Planning and Certification Supervisor.

 

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.

Conditions of Employment

The Administrative Assistant II may be required to work overtime to meet departmental needs.

Minimum Requirements

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 experience providing administrative support, including at least one year providing customer service in a front-facing office environment.

 

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.

Knowledge, Skills, Abilities & Other Characteristics

Technical         

  • Knowledge of office systems and procedures.
  • Ability to read and interpret budget publications, summaries, and City policies.
  • Intermediate-level proficiency using Microsoft Office Suite, including Word, Excel and PowerPoint.
  • Familiarity with office equipment, including telephones, computers, copiers and fax machines.
  • Keyboarding and data entry skills.
  • Ability to learn and effectively utilize the applicant tracking and employee data systems such as Human Capital Management (HCM) and Financial Management Information Systems (FMIS) in order to produce reports and to retrieve data.
  • Ability to consistently handle a high volume of telephone calls and customer inquiries.

Communication and Interpersonal Skills         

  • Knowledge of customer service best practices and the ability to incorporate them into operations.
  • Ability to provide excellent customer service to residents from all backgrounds.
  • Ability to listen well and work harmoniously in a team environment.
  • Ability to communicate clearly and effectively on the phone and in person.
  • Ability to remain calm and professional when serving upset customers in person and over the phone.
  • Skill in all aspects of customer service to build and maintain customer satisfaction.
  • Written communication skills to proofread documents so that they are publication-ready; knowledge of and ability to apply grammatical and punctuation conventions.
  • Ability to establish and maintain positive relationships with supervisors, co-workers, elected officials, and the public in order to meet organizational goals and objectives.
  • Cultural awareness and sensitivity; ability to work cooperatively, effectively, and fairly with co-workers and citizens whose backgrounds may differ from one’s own.

Organizational and Critical Thinking Skills         

  • Ability to perform accurate data entry.
  • Ability to maintain complete and accurate records.
  • Ability to handle multiple priorities and to work within tight time constraints.
  • Ability to identify opportunities for process improvement.
  • Ability to approach problems in a logical manner and develop and implement solutions.
  • Superior organizational skills, including the ability to maintain multiple filing systems, correspondence, confidential documents, reports and other material.
  • Ability to think critically and analytically.
  • Ability to work with sensitive information.
  • Ability to exhibit exemplary professionalism.
  • Integrity and the ability to maintain complete confidentiality

Current Salary

The current starting salary (Pay Range 6HN) is $39,358 - $43,554 annually and the resident incentive starting salary for City of Milwaukee residents is $40,539-$44,861 annually.

 

Appointment will be made in accordance with the provisions of the Salary Ordinance

Selection Process

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 has 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

Additional Information

· 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.

Conclusion

EEO 603

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