PROGRAM ASSISTANT III and PROGRAM ASSISTANT II
Various City of Milwaukee Departments
|Specialty||PA II #2208-0489DC-003|
|Requesting Department||DEPT OF EMPLOYEE RELATIONS|
|Open Date||8/4/2022 12:15:00 PM|
|Filing Deadline||10/7/2022 11:59:00 PM|
|HR Analyst||Jeff Harvey|
Program Assistant IIs and IIIs perform a variety of sophisticated office support and administrative work in support of a program or distinct area of operations. Program Assistants acquire thorough knowledge of the policies and procedures associated with a particular program or operational area. While they exercise considerable independence in carrying out their responsibilities, they work closely with managers and professionals to interpret policies.
- Support a department-specific program, such as delinquent tax collection and bankruptcy administration, OR
- Administer a departmental program, such as the City’s contract clean-up program for private residential and commercial properties, OR
- Support a department-specific function, such as human resources, including talent acquisition and retention, employee safety, employee relations, and staff development.
- Provide board support by scheduling meetings or hearings, reserving meeting rooms and/or coordinating virtual meetings, posting meeting notices, creating and distributing documents, recording proceedings, preparing and distributing board minutes and decisions, maintaining board records, and logging communications in computer databases.
- Maintain supervisors’ schedules and manage calendars for staff, such as absence analysis calendars.
- Answer telephones, direct calls, and take messages.
- Provide excellent customer service by phone and in person, including responding to inquiries and explaining departmental policies and procedures.
- Maintain effective working relationships with various City departments to conduct departmental business.
GENERAL OFFICE ADMINISTRATION
- Prepare and process correspondence, meeting agendas and minutes, and other documents using Microsoft Word and other automated systems for review and approval by managers.
- Proofread written materials to ensure accuracy and correct grammar, punctuation, vocabulary, and spelling.
- Prepare and distribute periodic and ad hoc reports.
- Operate a variety of standard office equipment, including copiers, printers, and fax machines.
DATA AND FILE MANAGEMENT
- Enter, update, and maintain data in various computer databases.
- Assist with the preparation, compilation, and analysis of statistical and financial reports.
- Maintain files in both paper and electronic formats.
- Work with the City Records Department to archive records according to City standards.
- Assist with entering payroll-related data and verifying time entry.
- Assist with onboarding new employees and record staff changes using the human resources information system.
MAIL AND SUPPLIES PROCESSING
- Sort and distribute mail to ensure it reaches the proper recipients.
- Assist with completing and mailing bills, checks, invoices, contracts, and/or policies.
- Maintain supply room inventory and order office supplies.
- Assume lead responsibility for coordinating office operations, including directing and training clerical staff and/or summer interns.
- Develop manuals and job aids outlining office procedures.
- Serve as the departmental training coordinator.
- Oversee operations, maintenance, and billing related to the office fax machine and copier.
- Handle transactions using the departmental cashiering system.
- Complete close of day balancing of deposits, and import financial information using the City’s financial management information system.
Conditions of Employment
- Experience using a human resources information system and/or a financial management information system.
- Conversational language proficiency in Spanish or Hmong.
Knowledge, Skills, Abilities & Other Characteristics
- Knowledge of best practices for providing administrative support.
- Ability to read and interpret job-related documents, such as instructions, policies, procedures, reports, ordinances, and contracts.
- Ability to attain thorough knowledge of a particular program or operational area.
- Ability to support a board and/or manage staff calendars, i.e., schedule meetings, reserve rooms and/or plan virtual meetings, post notices, create and distribute documents, record proceedings, and maintain records.
- Ability to learn and use the City’s online meeting and video conferencing platforms.
- Proficiency using word processing and spreadsheet applications to produce documents and reports.
- Knowledge of database management and the ability to perform accurate data entry.
- Ability to learn and use the City’s human resources information system, financial management information system, and other enterprise systems.
- Knowledge of mathematics and the ability to make accurate calculations to execute various functions such as payment processing or payroll administration.
- Ability to operate standard office equipment, including copiers, printers, and fax machines.
- Ability to learn and accurately perform cashiering duties.
- Written communication skills to be able to proofread documents and produce clear and concise business correspondence.
- Knowledge of the English language, including proper sentence structure, grammar, and punctuation.
- Verbal communication skills to be able to convey information clearly and effectively to customers and coworkers.
- Customer service skills, empathy, and tact to be able to serve the public positively.
- Ability to diplomatically address concerns from irate customers.
- Interpersonal skills to be able to work effectively with managers, coworkers, and other City staff.
- Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.
- Ability to work with managers and professionals to compile and analyze information.
- Ability to solve problems satisfactorily and exercise sound judgment.
- Ability to exercise independence in carrying out the responsibilities of the position.
- Ability to show initiative and continually improve processes.
- Ability to plan and complete work assignments in a timely manner.
- Ability to accurately maintain numerical and alphabetical filing systems.
- Attention to detail and ability to perform work accurately.
- Ability to process mail and manage supplies.
- Lead worker skills to be able to direct staff performing administrative support tasks and youth interns.
- Ability to create office manuals and job aids, train staff, and serve as departmental training coordinator.
- Ability to oversee the operations and maintenance of office equipment.
- Coping skills to be able to remain calm in sensitive situations.
- Honesty, integrity, and the ability to maintain confidentiality.
- Applications can be accessed by visiting
- If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or email@example.com.
- The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.
Click on a link below to apply for this position:
|Fill out the Application NOW using the Internet.|