ADMINISTRATIVE SERVICES COORDINATOR

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

The Administrative Services Coordinator tracks state and federal legislation relative to its applicability to the City of Milwaukee and reports lobbying activity performed on behalf of the City of Milwaukee to the Wisconsin Government Accountability Board.

Legislative Information Management

• Review new legislation and determine its applicability to the City of Milwaukee.  Refer all applicable legistation to the appropriate City departments and staff for analysis.
• Develop and maintain the legislative database, using Legistar.
• Assist in the development of the City's Legislative Package. 
• Research state and federal legislation from prior and current legislative sessions.
• Prepare legislative agendas for Judiciary and Legislation Committee meetings and work with committee staff. 

Lobbying Activity Oversight

• Report lobbying activity of the City of Milwaukee to the Wisconsin Government Accountability Board, ensuring adherence to state regulations. 
• Prepare and submit on-line the semiannual State Lobbying Report.
• Oversee State and Federal lobbying contracts.

Administrative Support

• Supervise the administrative operations of the Intergovernmental Relations Division (IRD).
• Assist and oversee budget preparation and expenditures;
• Assist the Department of Administration (DOA) with payroll and personnel matters.
• Maintain records, equipment rental and inventory control.
• Maintain the legislative contact databases.
• Provide support on different issues, include technical problems for the IRD director and lobbying staff.
• Prepare, edit, and distribute correspondence for IRD.
• Assist in the coordination and scheduling of departmental meetings.
• Provide general support to the Mayor's office, as needed. 

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 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.
• 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 Legistar.
• Ability to read, process, and disseminate different complex legislative documents.
• Ability to learn and use legislative and fiscal research techniques.
• Ability to perform research.
• 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 write correspondence, reports, and other documents that are well-crafted and error-free.
• Verbal communication skills to clearly share information with internal and external customers.
• Customer service skills to serve callers and visitors in an attentive and courteous manner.
• Teamwork skills to build effective working relationships with managers, fellow staff, commissioners, and other contacts.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.

CRITICAL THINKING AND PROFESSIONALISM

• Ability to think critically and analytically to solve problems.
• Organizational skills to maintain information and data that is accurate, complete, accessible, and useable.
• Planning skills 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 5JN) is $51,337- $59,453 annually, and the current resident incentive salary range for City of Milwaukee residents is $52,877-$61,236. 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, an evaluation of written communication, interviews, and/or other assessment methods. The Department of Employee Relations and the Department of Administration reserve the right to call only the most qualified candidates to proceed in the selection process. 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.

·       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.