ADMINISTRATIVE SERVICES ASSISTANT

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

Under the direction of the Administrative Services Supervisor and City Planning Manager, the Administrative Services Assistant provides administrative support to the Department of City Development (DCD) Commissioner’s Office and Planning Division.

• Provide administrative support to the Commissioner’s Office and Planning Division, including the following tasks:  screening and directing phone calls; greeting and directing visitors; preparing correspondence; copying; stocking copy machines/printers with paper and toner; scheduling meetings; sorting and distributing mail; collecting time cards from staff; maintaining files; referring routine maintenance requests to appropriate Department of Public Works staff; accepting legal service on behalf of the department; and updating hard copies of the Zoning Ordinance. 
• Create DCD’s biweekly electronic employee newsletter (DCD eNews).  Collect articles from staff; compile them into the newsletter template; distribute to all employees via email; archive the newsletter on the department’s intranet site.
• Manage the office supply room for the department, determining supply needs, ordering supplies, reconciliation of supply orders, and stocking supplies. Order supplies needed specifically for the Planning Division. 
• Prepare for monthly meetings of the City Plan Commission by assisting in the preparation of the meeting agenda; prepare and distribute notices of public hearings; distribute meeting materials to staff and Plan Commissioners; create and maintain permanent meeting files; and load electronic versions of meeting materials into tablets used by Commissioners.
• Assist with mailing, routing, routine data entry and filing tasks required to process planning applications, such as Certified Survey Maps and street and alley vacations. 

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.

• Ability to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, or pull or otherwise move objects.

1. Regular status as City of Milwaukee employee, having successfully completed a probationary period for a civil service position.
2. Four years of administrative support experience related to the essential functions listed above.

Equivalent combinations of education and experience may be considered.

IMPORTANT NOTE: To receive credit for college, transcripts are required and must be received by the application period closing date. College transcripts should be attached to your online application. Applications without transcripts will be considered incomplete and will be rejected. Your transcript must be legible and include your college/university name, your name, the degree completed (if applicable) and the date completed.

• Associate’s or bachelor’s degree in human resources, public administration, business, or a related field from an accredited college or university.
• Knowledge of the organization and operation of the Department of City Development, the Redevelopment Authority of the City of Milwaukee and the City Plan Commission.

• Ability to perform job responsibilities with accuracy and attention to detail.
• Excellent oral and written communication skills to professionally, effectively, and efficiently interact with a diverse group of internal and external customers, such as managers, coworkers, and members of the general public, media, and private sector.
• Strong interpersonal, listening and customer service skills and the ability to respond to inquiries with tact, diplomacy, and discretion.
• Ability to accurately prepare and maintain records and reports.
• Ability to organize and maintain files, records and schedules, and coordinate activities and operations.
• Knowledge of office systems and procedures, and proficiency with Microsoft Office suite software (Word, Excel, Outlook).
• Strong organizational and time management skills, including the ability to manage multiple and competing priorities.
• Ability to maintain confidentiality regarding all work activities.
• Ability to work both independently and in a team environment.
• Ability to exercise independent judgment and maintain confidentiality.
• Ability to lift, carry, move and position objects and boxes, as needed, to perform job responsibilities.

The current salary range (6KN) is $40,501-$45,391, and the resident incentive salary range for City of Milwaukee residents is $41,716-$46,752.  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 City Development 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.

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