Administrative Services Coordinator

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 City of Milwaukee is proud to employ a diverse workforce that is committed to providing exemplary service to the City’s residents. If you have a passion for being a part of an inclusive team of public servants, please consider the following opportunity.

The Administrative Services Coordinator provides confidential, executive level administrative support to the Department of Employee Relations (DER) Director and for various functions and activities of the Department of Employee Relations, including staffing and coordinating the work of the Board of City Service Commissioners.

CITY SERVICE COMMISSION

·       Perform complex and time-sensitive administrative activities in support of the City Service Commission (CSC), including coordinating meetings, preparing meeting notices and minutes, coordinating and scheduling agenda items, and communicating with the City Service President and Commissioners.

·       Screen agenda items and contact departmental representatives for additional information and follow up

Handle all logistics related to CSC meetings, including scheduling, finalizing and posting the agenda, preparing accurate minutes and arranging finalization of Rule changes.

·       Provide guidance to applicants, employees, and their representatives regarding their rights, responsibilities, and protocols under the rules of the CSC.

·       Handle preparation and communication for pre-hearing conferences related to disciplinary appeal hearings.

·       Maintain records of CSC meeting actions.

·       Prepare annual report of exempt positions.

ADMINISTRATIVE SUPPORT

·       Perform confidential administrative support for the DER Director, including maintaining calendars, scheduling meetings, and handling professional correspondence, meeting minutes, reports, and other documents.

·       Liaise with elected officials, the Office of the Mayor, the Common Council-City Clerk’s Office, and other City departments on behalf of the DER Director.

·       Monitor and answer employee relations email account and send employee enotifications regarding various DER matters.

·       Provide administrative support to the City of Milwaukee Labor Negotiator and Employee Benefits Director.

·       Perform research, data compilation, and record maintenance for DER leaders.

·       Receive and forward DER open records requests.

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.

1.    Associate degree in human resources, business management, or a related field from an accredited college or university.

2.    Two years of experience providing high-level confidential administrative support.

Equivalent combinations of education and experience may also 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.

• Experience serving as an administrative assistant to a board or commission or experience providing legal support.

TECHNICAL

·       Knowledge of customer service best practices.

·       Knowledge of administrative support methods, systems, and terminology.

·       Ability to read, learn, and accurately apply the Rules of the Board of City Service Commissioners, internal operating guidelines, local, state and federal employment laws and regulations.

·       Ability to provide accurate information to applicants, employees, and their representatives regarding their rights, responsibilities, and protocols under the rules of the CSC.

·       Proficiency using advanced features of standard computer programs such as the Microsoft Office suite.

·       Ability to learn and use job-related computer applications such as Oracle’s Peoplesoft Human Capital Management (HCM) system.

·       Ability to learn and use videoconferencing and meeting software such as Microsoft Teams.

·       Skill in drafting and proofreading written documents using appropriate English language writing conventions, including spelling, grammar, and punctuation.

COMMUNICATION AND INTERPERSONAL SKILLS

·       Written communication skills to be able to write correspondence, reports, and other documents that are well-crafted and error-free.

·       Verbal communication skills to clearly share information with internal and external customers.

·       Customer service skills to serve callers and visitors in an attentive and courteous manner.

·       Teamwork skills to build effective working relationships with managers, fellow staff, commissioners, applicants, employees, and other contacts.

·       Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.

CRITICAL THINKING AND PROFESSIONALISM

·       Organizational skills to be able to maintain information and data that is accurate, complete, accessible, and useable.

·       Planning skills to be able to meet regular deadlines despite frequent interruptions.

·       Ability to work independently, show initiative, and continually improve processes.

·       Perfect attention to detail and the ability to perform work with a high degree of accuracy.

·       Exemplary professionalism and the ability to exercise sound judgment while dealing with highly confidential and sensitive matters.

·       Honesty, integrity, and the ability to maintain confidentiality.

The current salary range (Pay Range 5JN) is $50,331-$58,287 annually, and the current resident incentive salary range for City of Milwaukee residents is $51,840-$60,036. 

BENEFITS

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

· Defined Benefit Pension Plan

· 457 Deferred Compensation Plan

· Health and Dental Insurance

· Paid Parental Leave

· 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: http://city.milwaukee.gov/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 and the Milwaukee Health Department reserve the right to call only the most qualified candidates to oral and performance examinations. Oral examinations may include written exercises.

INITIAL FILING DATE – The examination will be held as soon as practical after Friday, July 01, 2022. 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 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 Code = 501

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