OFFICE ASSISTANT III - MPD
|Requesting Department||Milwaukee Police Department|
|Open Date||5/23/2023 4:30:00 PM|
|Filing Deadline||7/28/2023 11:59:00 PM|
|HR Analyst||Jeff Harvey|
The Office Assistant III (MPD) recruitment will be open for applications multiple times throughout 2023. *Only applicants who meet the minimum requirements of the job will be invited to participate in the selection process.
- Answer telephones, direct calls, and take messages.
- Provide excellent customer service to residents, representatives of other departments, and outside agencies via phone, in person, and via radio, including responding to inquiries and explaining departmental policies and procedures.
- Liaise with various governmental, law enforcement, and judicial agencies to obtain and provide information.
- Prepare and assist in compilation, completion, distribution of reports, correspondence, procedures, forms, and schedules, using various automated systems.
- Proofread written materials to ensure accuracy and correct grammar, punctuation, vocabulary, and spelling. Assume lead responsibility for coordinating office operations, including directing and training clerical staff and cross-training other staff, as needed.
- Oversee and participate in the maintenance of established systems for managing paper and electronic data, files, records, and reports.
- Operate a variety of standard office equipment, including copiers and printers.
- Organize and prioritize assigned work to meet deadlines.
- Prepare meeting agendas, attend meetings, and record minutes.
- Maintain supervisors’ schedules, various calendars for staff and duty rosters.
- Assist with the preparation of statistical and financial statements. · Assist with entering payroll-related data and verifying time entry.
- File documents and create, maintain, update, and organize electronic and hard copy files.
- Enter, update, and maintain data, such as criminal records, stolen vehicles, and property, in various computer databases.
- Assist with processing incoming and outgoing mail to ensure it reaches the proper recipients.
- Assist in conducting inventory and ordering office supplies.
Conditions of Employment
- Office Assistants may be required to work weekends and holidays on occasion to meet departmental needs.
- Office Assistants must be able to stand and walk as well as perform light physical work, including exerting up to 10 pounds of force to lift and move objects.
- Must be able to pass an MPD background investigation before hire.
- Valid driver’s license
Knowledge, Skills, Abilities & Other Characteristics
- Knowledge of general office procedures, systems, terminology, and equipment.
- Ability to read and understand work-related documents such as policies and procedures.
- Ability to follow instructions given by superiors.
- Proficiency using the basic features of word processing, spreadsheet, and email software to type letters, memos, and messages as well as to enter and edit data accurately.
- Ability to learn specialized computer applications to query databases and perform other job-related transactions.
- Ability to learn and perform payroll procedures, such as maintaining timekeeping information and processing and submitting payroll.
- Ability to perform accurate data entry.
- Written communication skills to be able to prepare correct correspondence and documents.
- Knowledge of English writing mechanics and the ability to proofread documents and reports.
- Ability to perform basic mathematical calculations to be able to double-check bills, statements, and supply orders.
- Ability to manage various calendars for staff.
- Ability to show initiative and continually improve processes.
- Interpersonal and teamwork skills to be Ability to work effectively with both sworn and non-sworn supervisors and coworkers.
- Ability to display empathy and tact to serve the public and represent the department positively.
- Cultural awareness and sensitivity; ability to work cooperatively, effectively, and fairly with co-workers and residents whose backgrounds may differ from one’s own.
- Ability to coordinate and direct the work of a small group performing clerical tasks.
- Verbal communication skills to be able to convey information clearly and effectively to customers and coworkers.
- Ability to maintain a professional demeanor when faced with sensitive topics.
- Ability to remain composed during stressful situations.
- Honesty and the ability to maintain the utmost confidentiality regarding privileged information.
- Ability to organize and complete work assignments in a timely manner.
- Ability to accurately maintain numerical and alphabetical filing systems.
- Ability to coordinate meetings and manage calendars for supervisors and staff.
- Ability to process mail, manage supplies, and ensure that office equipment is properly maintained.
- Ability to solve problems satisfactorily and exercise sound judgement.
- Ability to identify opportunities for process improvement.
- Ability to handle multiple priorities and to work within tight time constraints.
The City of Milwaukee provides a comprehensive benefit program that includes the following:
· 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
· 12 Paid Holidays
· Paid Sick Leave and other paid leave
· Flexible Spending Arrangement
· Commuter Value Pass
THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of education, experience and/or responses to supplemental questions; a written or performance test, a structured interview or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to structured interviews and performance examinations. Structured interviews may include written exercises. Selection process component weights will be determined by further analysis of the job.
This is a continuous recruitment. Applications will be accepted and the selection process will be held during 2023 as often as required to meet the needs of the City. Qualified applicants will be notified by email of the date, time and place of the selection process components.
Unless otherwise required by law, the City of Milwaukee will not provide alternative selection process dates or times. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.
The names of successful candidates will be placed on the eligible list in a rank determined by the final score without reference to the date of the selection process. The names of candidates who pass all phases of the selection process may remain on an eligible list resulting from a continuous examination for up to six months.
Candidates may apply for and participate in the selection process for this position only once every six months.
- 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 firstname.lastname@example.org.
- The Department of Employee Relations is in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.