ADMINISTRATIVE ASSISTANT III
Recruitment #2307-0415PD-001
List Type | Original |
---|---|
Requesting Department | Milwaukee Police Department |
Open Date | 9/8/2023 1:35:00 PM |
Filing Deadline | 9/29/2023 11:59:00 PM |
Introduction
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.
Purpose
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.
Essential Functions
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
Conditions of Employment
·
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.
Minimum Requirements
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.
Knowledge, Skills, Abilities & Other Characteristics
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.
Current Salary
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.
Selection Process
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.
Additional Information
·
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.
Conclusion
EEO 501
The City of Milwaukee values and encourages diversity and is an equal opportunity
employer.