ADMINISTRATIVE ASSISTANT III

Located on the western shore of Lake Michigan, Milwaukee is an urban hub bursting with energy. Milwaukee provides a casual sophistication – big city appeal without the big city hassles. We are accessible and affordable, and our residents are welcoming. Milwaukee has evolved through the years, bringing together its unsurpassed historic charm with a breathtaking art museum, top-flight cultural attractions, professional sports, lakefront festivals, recreational opportunities, and great restaurants.

The City of Milwaukee is proud to employ a diverse workforce that is committed to providing exemplary service to the City’s residents. If you have a passion for being a part of an inclusive team of public servants, please consider the following opportunity.

The Administrative Assistant III provides high-level administrative support for the Police Information Systems Director and provides direction to the office support staff of the Information Technology (IT) Division.

Administrative, Budget Support and Vendor Monitoring

· Manage appointment calendars. Initiate meetings, prepare agendas, take minutes, and prepare meeting summaries. Handle distribution of materials for meetings and presentations.

· Monitor receipt of confidential departmental reports, review for completeness, and handle distribution. Prioritize information and materials prior to briefings.

· Assist in the development and monitoring of the Division’s budget. Research and resolve invoice discrepancies; resolve vendor service issues.

· Compile information and generate special financial reports.

· Track operating, equipment and capital expenditures and assign accounting codes in compliance with established rules, regulations and procedures.

· Maintain contact with IT suppliers and maintain knowledge of current technology, equipment, prices and terms of agreements. Track new and existing contract status to ensure timely renewal.

· Process and monitor bi-weekly payroll. Monitor overtime, payroll, flexible schedules, vacation days, holidays, and off days for IT staff, ensuring compliance with the Department’s guidelines.

Organization and Data/File Management

· Maintain a database of internal and external correspondence. Conduct follow-up on pending matters and prioritize incoming mail for superiors’ review. Initiate and compose routine letters, reports, memoranda, and presentations.

· Research and provide statistical data for review by superiors.

· Maintain the record retention schedule; destroy data, files, and correspondence according to Department guidelines and the Wisconsin State Open Records Law.

· Perform administrative and office functions such as monitoring division assignments, activities and projects; screen calls and respond to requests for information; facilitate and disseminate information between the Division, Command Staff, vendors, and other City departments.

· Serve as a resource regarding applicable policies and procedures, train and direct office staff, and update and track files, records, reports, and related documents. Maintain conference room calendars.

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

· The Administrative Assistant III may be required to work overtime to meet departmental needs.

· Candidates must pass an MPD background investigation prior to a job offer.

1.    Four years of progressively responsible administrative experience working in an office setting, including performing tasks such as managing calendars and preparing for meetings, handling internal and external communications, processing payroll, tracking data, and/or maintaining physical and electronic files.

Equivalent combinations of education and experience may 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.

Technical

· Ability to read and understand work-related documents.

· Knowledge of mathematics and the ability to make accurate calculations to monitor expenditures and payroll.

· Ability to learn and use enterprise applications such as SharePoint, the Continuing Education & Request Travel/Training (CERTT) application, City Time, Department Intranet Directives, and the City’s human resources management and financial management information systems.

· Proficiency using the advanced functions of word processing, spreadsheet, and database software.

· Skill in drafting and proofreading written documents using appropriate English language writing conventions, including spelling, grammar, and punctuation.

·  Ability to learn and effectively utilize videoconferencing and meeting software, such as Microsoft Teams.

· Ability to effectively utilize office equipment, including telephones and copiers.

·  Knowledge of administrative support methods, systems, and terminology.

Communication, Interpersonal and Customer Service

· Knowledge of customer service principles and the ability to respond to inquiries with tact, diplomacy, and discretion.

· Written communication skills to compose clear and error-free correspondence and reports.

· Oral communication skills to clearly convey information to staff and visitors.

· Ability to work effectively and cooperatively with executive command staff, sworn members, and civilians whose backgrounds may differ from one’s own.

· Ability to exhibit professionalism, confidence, trustworthiness, and dependability.

Organizational and Critical Thinking

· Ability to plan and prioritize assignments and produce accurate work by established deadlines.

· Ability to cope with frequent interruptions, changing priorities, and stressful situations.

· Ability to use independent judgment to perform essential tasks under general direction.

· Ability to maintain the highest degree of confidentiality regarding all work-related matters.

·  Ability to organize and maintain manual and digital files, records, and schedules.

The current starting salary (Pay Range 5FN) is $44,257 annually, and the resident incentive starting salary for City of Milwaukee residents is $45,585.

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  

For full details of the benefits offered by the City of Milwaukee, please visit https://city.milwaukee.gov/der/benefits. 

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.

INITIAL FILING DATE - The selection process will be held as soon as practical after the application 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. Qualified applicants will be notified 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.

· 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 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.