Administrative Services Specialist

*** This position is open to current City of Milwaukee Employees only ***

The Administrative Services Specialist in the Department of Employee Relations (DER) is responsible for providing confidential executive level administrative support for various functions and activities of the DER, 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.

·       Handle all logistics related to CSC meetings, whether conducted virtually or in-person. Record meetings and prepare accurate minutes of CSC proceedings, which become official record upon approval.

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

·       Consult with the Office of the City Attorney regarding legal matters on behalf of the Commission or the Employee Relations Director.

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

·       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 Employee Relations 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 Employee Relations 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.

·       Perform various departmental and citywide projects, e.g., coordinating blood drives and workplace giving campaigns.

·       Receive and fulfill DER open records requests.

·       Serve as the petty cash custodian for the DER.

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.

1.    Regular Status as a City of Milwaukee employee, having successfully completed a probationary period for a civil service position, or status as a City of Milwaukee employee in a fixed term position.

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

3.    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, State Statutes and City of Milwaukee ordinances, and 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 be able to clearly share information with internal and external customers.

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

·       Interpersonal and teamwork skills to be able 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 2DN) is $43,350-$60,688 annually, and the current resident incentive salary range for City of Milwaukee residents is $44,651-$62,508. Appointment will be made in accordance with the City of Milwaukee salary ordinance.

**Salary rate is pending common council approval.

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 selection process will be held as soon as practical after the deadline date listed above. 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.

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 or who have status as a City of Milwaukee employee in a fixed term position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

·       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.