PROGRAM ASSISTANT II

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

The Program Assistant II provides administrative support for the Bridges and Buildings (B&B) Services Section, including coordinating and administering work orders. This role also serves as the communications dispatcher and front desk staff for the B&B section.

ADMINISTRATIVE SUPPORT

• Use Oracle’s PeopleSoft Financial Management Information System (FMIS); generate reports for budget and project tracking; and create purchase vouchers, interdepartmental requisition and invoice (IRI) job numbers, and deposits.
• Maintain employee personnel records and personnel time, attendance, and leave balances in CityTime.
• Maintain files for operational procedures and practices.
• Maintain critical work order system utilizing the proprietary Fiix Computerized Maintenance Management System (CMMS), including scheduling and assigning building services staff, expediting customer work order requests, and resolving issues.
• Maintain energy management records.
• Process utility payments and prepare related analysis spreadsheets.
• Conduct invoice review and process for various services, supplies, and materials, including researching appropriate accounts, providing account numbers, entering data into FMIS, and ensuring adequate funding resources and timely invoice processing.
• Review ProCard statements in order to ensure compliance with City policies and procedures, and process payments accordingly.
• Prepare and process administrative reports, memos, correspondence, and communications.
• Attend operational meetings and transcribe and distribute meeting minutes.
• Create bid documents and notices to proceed documents.
• Prepare the operation and maintenance section’s annual preventive and demand maintenance reports.
• Maintain CCURE access card records, process key requests, and handle name plate requests.
• Manage the office supply room for the department, including ordering, reconciling, and stocking supplies, including all business card orders.
• Collect and distribute incoming and outgoing mail.

FRONT DESK SUPPORT

• Assist with training staff on various processes at the City Hall Information Booth.
• Monitor telephone coverage for the department.
• Provide information to building occupants and vendors.

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.

· Must be available for emergency call-in work, including extended hours, weekends, and holidays, as required to fulfill the needs of the department (i.e., snow and ice control operations).

1. Regular status as 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 administrative support experience performing duties related to the position.

Equivalent combinations of education and experience may also be considered.

TECHNICAL

• Knowledge of best practices for providing administrative support.
• Knowledge and understanding of the City’s budgetary process and procedures, including budget preparation and administration.
• Ability to learn and remain current with payroll and federal compliance requirements for City employees.
• Ability to learn and conduct payroll processes.
• Proficiency with word processing and spreadsheet software, such as Microsoft Office and the Internet.
• Ability to learn and use job related software, including payroll software and FMIS.
• Ability to read and interpret job-related documents, such as instructions, policies, procedures, reports, ordinances, and contracts.
• Ability to coordinate meetings and manage calendars for supervisors and staff, including reserving rooms, creating and distributing documents and maintaining records of the meetings.
• Knowledge of database management and the ability to perform accurate data entry.
• Familiarity with office equipment, including telephones, computers, copiers, and fax machines.
• Ability to accurately maintain numerical and alphabetical filing systems.
• Ability to process mail and manage supplies.

COMMUNICATION

• Ability to proofread documents and produce clear and concise business correspondence.
• Knowledge of the English language, including proper sentence structure, grammar, and punctuation.
• Ability to be able to convey information clearly and effectively to customers and coworkers.
• Written communication skills to be able to write reports and other documents that are thorough, clear, well-crafted, and error-free.
• Verbal communication skills to be able to serve the contracting community effectively.

CUSTOMER SERVICE AND INTERPERSONAL

• Customer service skills, empathy, and tact to be able to serve the public positively.
• Ability to diplomatically address concerns from irate customers.
• Ability 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. 

CRITICAL THINKING AND ORGANIZATIONAL

• Ability to work with managers and professionals to compile and analyze information.
• Ability to solve problems satisfactorily and exercise sound judgment.
• Ability to work independently.
• Ability to show initiative and continually improve processes.
• Ability to plan and complete work assignments in a timely manner.
• Attention to detail and ability to perform work accurately.
• Ability to work with sensitive and confidential information.

The current salary range (Pay Range 5FN) for City of Milwaukee residents is $44,257-$50,197 annually, and the non-resident salary range is $45,585-$51,703. Appointment will be made in accordance with the City of Milwaukee Salary Ordinance. 

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 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.

APPLICATION INSTRUCTIONS:

· APPLICATIONS and further information may be accessed by visiting www.jobaps.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 in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

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