PROGRAM ASSISTANT I

Recruitment #2305-0488DC-001

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Introduction

** THIS POSITION IS OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES ONLY**

Purpose

The Program Assistant I provides administrative support to the executive team of the Fire and Police Commission (FPC), including performing payroll duties and monitoring the Milwaukee Police Department (MPD) and Milwaukee Fire Department (MFD) payroll transactions.

Essential Functions


Payroll Duties

  • Serve as the FPC payroll clerk by processing, monitoring, and reconciling the department’s payroll entries.
  • Monitor personnel transactions of the MPD and MFD. 

Office Administration

  • Type and file correspondence, forms, and reports.
  • Copy, redact, and scan documents.
  • Collect and distribute incoming and outgoing mail.
  • Perform record request searches. Assist with record retention duties for the department.
  • Serve as a backup for the Program Assistant I assigned to attend meetings, prepare follow-up correspondence, and maintain records for FPC and committee meetings; operate electronic meeting software during meetings.
  • Serve as a backup for the Administrative Support Specialist.

Customer Service

  • Greet and assist walk-in customers.
  • Answer incoming phone calls to the FPC and respond or route accordingly.

 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.

Conditions of Employment

  • The Program Assistant I may be required to work at least two evenings and travel to meetings occasionally held in the community, consistent with the Commission’s meeting schedule.
  • Exert up to 10 pounds of force occasionally to lift and move objects.

Minimum Requirements

  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. Four years of progressively responsible experience performing administrative work closely related to the duties described above.

Equivalent combination of education and experience may be considered

Desirable Qualifications

  • Experience performing personnel and/or payroll related duties.

Knowledge, Skills, Abilities & Other Characteristics

Technical

  • Ability to learn and conduct record searches.
  • Proficiency with word processing and spreadsheet software, such as Microsoft Office and the Internet.
  • Ability to learn and perform payroll and personnel related transactions in a timely and accurate manner.
  • Ability to maintain complete and accurate records.
  • Familiarity with office equipment, including telephones, computers, copiers, and fax machines.
  • Knowledge of proper English language conventions, including spelling, grammar, and punctuation, to be able to write and edit correspondence.
  • Accurate keyboarding and data entry skills.
  • Ability to read, understand, and process work-related documents, such as bills, correspondence, forms, and reports.

Communication and Interpersonal

  • Verbal communication skills in order to communicate effectively with others, both in person and over the phone.
  • Ability to work cooperatively and fairly with people whose backgrounds may differ from one's own.
  • Knowledge of the principles and practices of providing effective customer service.
  • Ability to establish and maintain positive relationships with supervisors, coworkers, elected officials, and the public to meet organizational goals and objectives.
  • Ability to understand and follow instructions, both written and verbal.
  • Written communication skills, including the ability to accurately record information and prepare correspondence.
  • Ability to work well in a team environment.

Judgment and Professionalism

  • Ability to organize assignments and management time to complete tasks in a timely manner with changing priorities.
  • Ability to keep detailed and accurate records.
  • Integrity and the ability to maintain complete confidentiality.
  • Attention to detail.
  • Ability to work with sensitive information.
  • Ability to identify opportunities for process improvement.
  • Ability to approach problems in a logical manner and develop and implement solutions.

Current Salary

The current salary range (Pay Range 5EN) is $42,137-$48,611 annually, and the resident incentive salary for City of Milwaukee residents is $43,401-50,070. Appointment will be made in accordance with the provisions of the salary ordinance.

Selection Process

THE SELECTION PROCESS – The selection process will be job related and will consist of one or more of the following: an evaluation of related education, experience, and accomplishments; written tests; interviews; or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to oral exams, performance tests, or personal interviews. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

 

INITIAL FILING DATE – The selection process will be held as soon as practical after the deadline 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. The applicant is responsible for attending all phases of the selection process at the time and place designated by the hiring authority.

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 will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

Additional Information

· APPLICATIONS and further information can 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 in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

Conclusion

EEO 501

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