OFFICE ASSISTANT II / III / IV

Candidates will be placed on the highest-level list for which they qualify.

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 charm with top-flight arts and 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 part of an inclusive team of public servants, please consider the following opportunity.

Office Assistant IIs, IIIs, and IVs assist with operational efficiency by serving customers and providing clerical support.

Office Assistant IIs generally perform receptionist duties, type documents, input data, maintain records, and distribute mail.

Office Assistant IIIs and IVs perform increasingly responsible and complex administrative tasks requiring a command of automated systems, English writing conventions, and policies and procedures. Depending upon the assignment, they may coordinate calendars for departmental managers, serve as lead workers and trainers for clerical staff, and perform cashiering duties.

Depending upon departmental needs, Office Assistants may be considered for promotion through the Office Assistant series, contingent upon successfully meeting performance standards and attaining the minimum requirements for higher-level positions.

Depending upon the assignment and the job level, Office Assistants perform many of the duties listed below as described in the Purpose Statement above.

CUSTOMER SERVICE

· Answer telephones, direct calls, and take messages.

· Provide excellent customer service to internal and external customers by phone and in

 person, including responding to inquiries and explaining departmental policies and

 procedures. 

ADMINISTRATIVE

· Prepare and process correspondence, reports, meeting agendas and minutes, and other

 documents using Microsoft Word and other automated systems.

· Proofread written materials to ensure accuracy and correct grammar, punctuation,

 vocabulary, and spelling.

· Operate a variety of standard office equipment, including copiers, printers, and fa machines. 

DATA AND FILE MANAGEMENT

· Enter, update, and maintain data in various computer databases.

· Assist with entering payroll-related data and verifying time entry.

· Assist with the preparation of statistical and financial statements.

· Maintain files in both paper and electronic formats.

· Work with the City Records Department to archive records according to City standards. 

CALENDAR MANAGEMENT

· Maintain supervisors’ schedules and manage calendars for staff such as meeting and vacation

 calendars.

· Prepare meeting agendas, attend meetings, and record minutes. 

MAIL AND SUPPLIES PROCESSING

· Sort and distribute mail to ensure it reaches the proper recipients.

· Assist with completing and mailing bills, checks, invoices, contracts, and/or policies.

· Assist in conducting inventory and ordering office supplies. 

LEAD WORKER

· Assume lead responsibility for coordinating office operations, including directing and training

 clerical staff and/or summer interns.

· Assume responsibility for office equipment maintenance.

· Develop manuals and job aids outlining office procedures. 

CASHIERING

· Handle transactions using the departmental cashiering system.

· Complete close of day balancing of deposits, and import financial information using the City’s financial management information system. 

· Office Assistants may be required to work weekends and holidays on occasion to meet departmental needs.

· Office Assistants must be able to stand and walk as well as perform light physical work, including exerting up to 10 pounds of force to lift and move objects.

Office Assistant II:

1.    Availability to work full-time during standard business hours (daytime, Monday-Friday).

Office Assistant III:

1.    One year of office support experience coordinating and working on a variety of clerical assignments related to the essential functions, such as serving customers, using computers to enter data and prepare documents, and organizing files.

Office Assistant IV:

1.    Two years of progressively responsible administrative support experience in an office setting performing duties related to this position.

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.

Office Assistant II:

· Experience performing office support functions. 

Office Assistant III and Office Assistant IV:

· Cashiering experience.

With greater responsibility, Office Assistant IIIs and IVs need an elevated knowledge base and skill set to perform the more complex functions required of them.

TECHNICAL

· Knowledge of office procedures, systems, terminology, and equipment.

· Ability to read and understand work-related documents such as policies and procedures.

· Ability to follow instructions given by supervisors.

· Knowledge of standard software applications to create documents, use spreadsheets, and generate reports.

· Ability to learn specialized computer applications to query databases and perform other job-related transactions.

· Ability to perform accurate data entry.

· Written communication skills to prepare correct correspondence and documents.

· Knowledge of English writing mechanics and the ability to proofread documents and reports.

· Verbal communication skills to convey information clearly and effectively to customers and coworkers.

· Ability to perform basic mathematical calculations.

· Ability to show initiative and continually improve processes.

INTERPERSONAL

· Customer service skills, empathy, and tact to serve the public and represent the department positively.

· Ability to work effectively with supervisors and staff.

· Teamwork skills and the ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.

· Ability to remain composed during stressful situations. 

ORGANIZATIONAL

• Ability to organize and complete work assignments in a timely manner.
• Ability to accurately maintain numerical and alphabetical filing systems.
• Ability to coordinate meetings and manage calendars for supervisors and staff.
• Ability to process mail, manage supplies, and ensure that office equipment is properly maintained.

CONFIDENTIALITY

· Ability to handle sensitive information carefully.Responsible stewardship of City of Milwaukee resources.

· Honesty, integrity, and the ability to maintain confidentiality. 

OFFICE ASSISTANT IIIs and IVs (ASSIGNMENT-DEPENDENT)

· Lead worker skills to coordinate and direct the work of a small group performing clerical tasks.

· Ability to learn and accurately perform cashiering duties.

OFFICE ASSISTANT II (Pay Range 6DN):

The current starting salary is $40,826 annually, and the current resident incentive starting salary for City of Milwaukee residents is $42,051.

OFFICE ASSISTANT III (Pay Range 6GN):

The current starting salary is $44,909 annually, and the current resident incentive starting salary for City of Milwaukee residents is $46,256.

OFFICE ASSISTANT IV (Pay Range 6KN):

The current starting salary is $49,399 annually, and the current resident incentive starting salary for City of Milwaukee residents is $50,881.

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 leaves

· Flexible Spending Arrangement

· Commuter Value Pass

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 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.

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.

NOTE: The selection process will consist of a written and proficiency test (Microsoft Word, Excel and Outlook, version 2020) for all applicants who meet the minimum qualifications. Candidates who pass both steps of the selection process will be placed on the eligible list.

The Written and Proficiency testing is tentatively scheduled for April 17 and April 18, 2024  (subject to change).

• Applications can 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 in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO 603

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