ADMINISTRATIVE ASSISTANT III
|Requesting Department||Milwaukee Police Department|
|Open Date||9/8/2023 1:35:00 PM|
|Filing Deadline||9/29/2023 11:59:00 PM|
|HR Analyst||Tiffeny Marsh|
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.
Conditions of Employment
· The Administrative Assistant III may be required to work overtime to meet departmental needs.
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
· 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.
· Ability to effectively utilize office equipment, including telephones and copiers.
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.
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.
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.