PROGRAM ASSISTANT II

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 old world charm with a breathtaking Art Museum, top-flight arts and cultural attractions, professional sports, lakefront festivals, recreational opportunities, and great restaurants.

Field Work:

• Visit vacant and occupied City and Redevelopment Authority of the City of Milwaukee (RACM) owned properties for property management purposes and to ready properties for sale.
• Document properties through photographs and by maintaining accurate paperwork and forms.
• Install smoke and carbon monoxide detectors in homes. 
• Install property signage, lockboxes and padlocks. 
• Provide access to contractors and trades people, verify completion of repair work orders and clean out work orders. 
• Monitor property conditions and inspect properties upon receiving complaints or upon supervisor or peer direction.
• Perform interior and exterior inspection of newly acquired properties and perform annual inspection of properties in inventory. 
• Maintain database records and files documenting visit results and photos of the same.

 Property Management Administration:

• Maintain database log of calls and email about properties in City and RACM inventory. 
• Record tenant complaints and maintenance requests, calls from former owners, requests from the public for maintenance of properties or complaints about properties and calls from other City departments, and elected officials. Make calls and requests to other City departments regarding the same. 
• Keep detailed records and dispatch contractors to maintenance requests, documenting status of work orders and dates of service, and contractor information.
• Ensure all completed work order documentation is retained in the proper place.
• Ensure all procedures for providing and installing lead water filters and lead mitigation in homes are followed. 
• Document all lead filter installations and all other lead mitigation work. 
• Maintain inventory of necessary supplies including smoke and carbon monoxide detectors, signs, and other required supplies.
• Consistently communicate professionally and tactfully with all parties at all times.

Accounting:

• Receive and document rent payments according to established procedures. 
• Process incoming vendor invoices, tax bills and utility bills for payment. 
• Scan and file contractor invoices. 
• Process applications for the ROOTS Landscaping Incentive Program for past real estate sales, and other invoice matters. 
• Maintain accurate and complete records.

Leasing:

• Meet with City-owned property occupants, including tenants and former owners of acquired properties, at the property and in the office, as needed. 
• Present and explain lease documents and lease terms to potential lease signers, execute leases with occupants, and explain all tenant responsibilities and procedures. Explain the process for submitting rental payments and maintenance requests, and move out procedures. 
• Ensure leases follow all lease terms and tenant responsibilities. 
• Conduct occupancy and move out inspections to ensure compliance with leasing standards are being met.
• Maintain all physical files and database records of the same.

Collections and Evictions Enforcement:

• Monitor rent delinquency reports and issue notices to vacate. 
• Work with the Office of the City Attorney to file evictions and collections. 
• Assist with the eviction process, along with other staff and contractors.

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 Program Assistant II must be willing and able to do the following:

• Drive to and from properties throughout Milwaukee to perform field work.
• Perform interior and exterior inspections on properties. Some properties are distressed assets, which may be vacant, deteriorated and/or unsanitary.
• Work outdoors in all weather conditions (e.g., extreme heat, cold, rain, wind, and snow).
• Perform physical activities in the work environment that require agility, including ascending or descending stairs or ramps; walking and standing, crouching, stooping, kneeling, reaching, balancing, pushing and pulling.
• Move and lift up to 10 pounds to move objects as needed.

1. A bachelor’s degree in real estate, urban planning, architecture, business administration, or a related field from an accredited college or university.

OR

Four years of progressively responsible, professional work experience in residential property management and/or real estate sales.

2. Valid driver’s license and the availability of a properly-insured personal vehicle for use on the job at the time of appointment and throughout employment. Automobile allowance is provided.

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.

• Experience in residential property management.
• Real Estate salesperson license.
• Property management certification.

TECHNICAL

• Ability to learn and apply real estate and property management fundamentals, including residential lease agreements.
• Ability to learn the City of Milwaukee real estate market to serve the City’s property interests, as well as the needs of buyers, tenants, and contractors.   
• Ability to learn and apply property maintenance standards, and the ability to inspect maintenance and repair work completed by contractors.
• Knowledge of real estate sales and marketing principles and techniques.
• Ability to read and interpret work-related documents.
• Computer skills and the ability to learn proprietary software, use spreadsheets, word processing software, e-mail and database applications.
• Knowledge of techniques needed to investigate and resolve tenant concerns.

COMMUNICATION AND INTERPERSONAL

• Skill in listening, questioning, and persuading to assist in property sales.
• Effective verbal communication skills to clearly convey information.
• Written communication skills to write clear documents and correspondence independently.
• Ability to work effectively with people from all cultural, educational and socioeconomic backgrounds to accomplish program goals.
• Ability to show empathy, treat all persons fairly, and provide uniform enforcement.
• Ability to handle a variety of situations such as, cope with angry persons and mediate volatile or tense situations, be persuasive, and work collaboratively.

CRITICAL THINKING AND PROFESSIONALISM

• Ability to plan and prioritize responsibilities to meet deadlines and adjust priorities.
• Ability to control large volumes of detail-oriented work and maintain records accurately.
• Ability to work efficiently, both independently and as a team member. 
• Honesty and integrity to meet professional standards for handling confidential.

The current salary range (Pay Range 5FN) is $44,257-$50,197 annually, and the resident incentive salary for City of Milwaukee residents is $45,585-$51,703. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

The City of Milwaukee provides a comprehensive benefit program which includes:

• 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 leaves
• Flexible Spending Arrangement
• Commuter Value Pass  

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

APPLICATION PROCEDURE:

• Applications and further information can be accessed by visiting https://www.jobapscloud.com/MIL/.
• Applications should be submitted no later than the deadline listed above.
• 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 in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

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