PROGRAM ASSISTANT II

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

"The Department of Public Works is committed to providing the highest quality of services to its internal and external customers."

The Program Assistant II (PA II) assigned to the Department of Public Works (DPW), Operations Division provides administrative support to the Director of Operations and other managers in the Operations Division; Fleet, Forestry, Parking, and Sanitation.  The PA II provides support for administrative functions including accounts review, claims coordination, processing violations and permits, reports generation, and database maintenance. The PA II works closely with the Director of Operations and the Operations Services Supervisor to carry out the essential functions of this position.

ADMINISTRATIVE SUPPORT

• Provide administrative and clerical support to the DPW Director of Operations and section managers.
• Conduct invoice review and processing for various services, supplies, and materials including researching appropriate accounts, providing account numbers, entering data into FMIS, and ensuring adequate funding resources and timely invoice processing.
• Review procard statements in order to ensure that usage meets compliance with City policies and procedures, and process payments accordingly. 
• Administer contract usage by encumbering funds, conduct detailed reviews of invoices to ensure correct information, accounts, and amounts compared against the contract guidelines including balance adjustments, transfers, payments, remaining fund availability and overall compliance of terms.

CLAIMS PROCESSING

• Coordinate claims processing with the City Attorney’s Office. 
• Collect, route, and track detailed information as needed to respond to claims.

PROCESS FORESTRY AND SANITATION VIOLATIONS

• Process violations for failure to remove snow, failure to return carts from the public way, contaminated carts, tall weeds and grass, encroachments, and other violations. 
• Answer resident questions via phone or in person. 
• Review extenuating circumstances with management. 
• Record, track, and process payments. 
• Monitor delinquent invoices, provide follow up notices in accordance with City regulations and process unpaid invoices as special assessments tax roll. 
• Organize and maintain detailed dated records and reports.

ORDERING SUPPLIES AND OTHER DUTIES

• Monitor telephone coverage for the Division.
• Order office supplies using proper accounting codes and methods while ensuring that account balances stay within budget.

Reasonable accommodations requested by qualified individuals with disabilities will be made in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

• The Program Assistant II must be available for emergency call-in work, including extended hours, weekends and holidays, as required to fulfill the needs of the Department (i.e., snow and ice control operations). 

1. Regular status as City of Milwaukee employee, having successfully completed a probationary period for a civil service position.
2. Four years of progressively responsible clerical experience performing duties related to this position, including at least one year of experience performing difficult and diverse clerical work, using advanced features in software applications to produce complex documents and reports. 

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. 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.

• Knowledge of administrative and clerical procedures.
• Knowledge of mathematics and basic accounting and the ability to perform accurate calculations.
• Ability to read and interpret work-related documents.
• Written communication skills, including the ability to produce correspondence and reports.
• Verbal communication skills.
• Ability to build and maintain positive working relationships with a diverse staff and managers, representatives of other agencies, contractors, and the public.
• Ability to provide services in a culturally sensitive manner.
• Ability to serve as an integral part of a team.
• Ability to analyze and solve problems.
• Decision-making skills and sound judgment.
• Proficiency using standard computer software such as word processing, spreadsheet, database and time management to perform daily functions; ability to learn and become skilled in the use of programs such as enterprise financials, document management, and imaging.
• Ability to organize, prioritize, and manage multiple priorities to accomplish work in a timely manner.
• Ability to collect information and maintain accurate records.
• Ability to produce quality work and meet productivity standards.
• Ability to maintain confidentiality.
• Willingness to engage in continuous learning and professional development activities.
• Ability to work extended hours, weekends and holidays as needed for snow and ice control operations.

The current salary range (Pay Range 5FN) for City of Milwaukee residents is $42,539-$48,248 annually, and the non-resident salary range is $41,495-$47,065. 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, written tests, interview, or other assessment methods.  The Department of Employee Relations and Department of Public Works reserve the right to call only the most qualified candidates to oral, 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.

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 will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

APPLICATIONS and further information can be accessed by visiting www.jobaps.com/MIL.

• Applications and transcripts should be submitted no later than the deadline listed above.
• 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 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.