PROGRAM ASSISTANT II

Located on the western shore of Lake Michigan, Milwaukee is an urban hub bursting with energy. Milwaukee provides a casual sophistication – big city appeal without the big city hassles. We are accessible and affordable, and our residents are welcoming. Milwaukee has evolved through the years, bringing together its unsurpassed old world charm with a breathtaking Art Museum, top-flight arts and cultural attractions, professional sports, lakefront festivals, recreational opportunities, and great restaurants.

The Program Assistant II provides administrative support to the Fire and Police Commission’s (FPC) Testing Division by scheduling, monitoring, administering and scoring examinations; by providing information verbally and in writing to applicants, candidates and the public; by preparing statistical reports; by establishing and maintaining computer and paper files of examination-related records; and by providing overall administrative support.

Recruitment and Examinations

• Prepare, review and edit documents such as recruitment materials, letters, and instructions to applicants and candidates.
• Provide information about job qualifications and selection processes to applicants and candidates in person or over the telephone.
• Screen qualifications of applicants for entry-level positions to determine eligibility.
• Train and monitor staff from the FPC and other departments in test administration activities.
• Administer and monitor examination components to ensure quality, consistency and fair treatment of applicants and candidates.
• Score multiple choice and other examination components.
• Send notifications to applicants/candidates regarding scheduling, results and rejection notices.
• Assist in obtaining outside examination raters; make hotel and travel arrangements for outside raters.
• Facilitate and track background investigations for public safety and civilian candidates.
• Prepare eligible lists for submission to the Fire and Police Commission.

Record Maintenance and Data Compilation

• Establish procedures for examination record maintenance; arrange for the destruction and/or storage of examination materials in compliance with required retention schedule; and oversee disposition and maintenance of active applicant flies.
• Review consultant and other testing-related bills; verify charges.
• Maintain eligible lists.
• Compile and maintain statistical reports for all examinations and eligible lists (e.g. applicant flow, frequency distributions, score conversion charts, item analysis, univariate statistics, and other reports).
• Research and collect data to respond to EEOC, USERRA, and other complaints/lawsuits.
• Provide administrative support staff services for the Testing Division.

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 willing and able to do the following:

• Work evenings, extended work days (up to 12 hours) for several days in a row, and/or on weekends in order to administer examination components.
• Transport test materials weighing an average of 20 pounds.
• Ambulate to respond to candidate test inquiries within a test setting, while maintaining confidentiality.

1. Four years of progressively responsible office support experience, involving extensive work with the public and independent assignments while performing duties closely related to this position.
2. Valid driver’s license at time of appointment and throughout employment.

Equivalent combinations of education and experience may 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.

• Bilingual in Spanish.
• Associate’s or Bachelor’s degree in business administration, public administration, human resources or a related field preferred.

• Ability to maintain situational awareness to monitor groups of test candidates, including checking candidates in and out of the testing site and answering candidates’ questions.
• Ability to maintain absolute attention to detail in scoring, calculating and verifying scores, tracking requests for accommodation(s), running applicant and examination reports in the test management database and sending communications to candidates.
• Ability to learn and accurately apply the Fire and Police Commission Rules and processes.
• Ability to deal tactfully and effectively in stressful situations with a variety of persons and situations.
• Ability to effectively organize, prioritize, and schedule multiple tasks in order to meet deadlines for completion.
• Ability to write clear and concise correspondence and public documents.
• Ability to communicate orally in a clear and concise manner to a diverse group of candidates and other City departments.
• Ability to perform basic mathematical calculations and understand basic statistical processes.
• Ability to use Microsoft Office at an intermediate level.
• Ability to read and understand job-related documents.
• Ability to work independently.
• Ability to perform detail-oriented work with complete accuracy.
• Ability to learn and use the JobAps test management and applicant tracking system.
• Ability to maintain confidentially of test content, candidate information, and test scores.
• Ability to effectively control large groups of candidates.
• Proficient in interpersonal communications and working in a team environment.
• Ability to provide customer service to a diverse group of candidates, FPC staff members, and other City departments.
• Ability to exercise initiative, good judgment, discretion and maintain confidentiality.
• Ability to work cooperatively and effectively with coworkers and citizens whose backgrounds may differ from one’s own.
• Ability to exhibit exemplary professionalism.

The current starting salary (PG 5FN) is $42,539 annually, and the resident incentive starting salary for City of Milwaukee residents is $43,815.

The City of Milwaukee provides a comprehensive benefit program which includes:

• Defined Benefit Pension Plan
• 457 Deferred Compensation Plan
• Health and Dental Insurance
• Comprehensive Wellness Program
• Onsite Clinic Services
• Onsite Employee Assistance Program
• Alternative Work Schedules
• Long Term Disability Insurance
• Group Life Insurance
• Tuition Benefits
• Paid Vacation
• 11 Paid Holidays
• Paid Sick Leave and other paid leaves
• Flexible Spending Arrangement
• Commuter Value Pass  

For full details of the benefits offered by the City of Milwaukee, please visit https://city.milwaukee.gov/der/benefits.

THE SELECTION PROCESS will be job related and will consist of one or more of the following: education and experience evaluation; written, oral, or performance tests, or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to oral and performance examinations. Oral examinations may include written exercises. Selection process component weights will be determined by further analysis of the job.

INITIAL FILING DATE - The examination will be held as soon as practical after Monday, February 17, 2020. 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. Qualified applicants will be notified of the date, time, and place of the examination. Unless otherwise required by law, the City of Milwaukee will not provide alternative test administration. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.

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.