EXECUTIVE ADMINISTRATIVE ASSISTANT I

EXECUTIVE ADMINISTRATIVE ASSISTANT I-BILINGUAL

Recruitment #2403-4010-001

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Introduction

Part-time employees may work a maximum of 1019 hours per year.  Hours worked will depend upon the needs of the hiring authority.  The Executive Administrative Assistant I and Executive Administrative Assistant I-Bilingual will work an average of 19 hours per week.  

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 a part of an inclusive team of public servants, please consider the following opportunity.


Purpose

The Executive Administrative Assistant I and the Executive Administrative Assistant-Bilingual provide part-time staff assistance to the members of the Common Council representing the City of Milwaukee.

Essential Functions

Specific job duties are assigned at the discretion of the individual Council Member, and may include any of the following:

BOTH POSITIONS
Constituent Relations
  • Answer written and phone inquiries, complaints, and requests.
  • Meet with individual constituents.
  • Process and follow-up on service requests or complaints.
  • Act as aldermanic liaison with City departments, community groups, and agencies or other levels of government.
  • Represent Council member in planning for and securing district services.
  • Use established tracking system for logging constituent calls.
  • Keep Council Member informed of all constituent communication.
City Governance
  • Review all committee agendas and brief Council member on items pertaining specifically to their district or to policy issues as pursued by individual Council member.
Community and Neighborhood Relations
  • Represent Council members at various civic and governmental functions, including community and neighborhood meetings.
  • Plan, schedule, and occasionally host town hall, community, and neighborhood meetings in the aldermanic district.
Research and Policy Analysis
  • Research current issues that impact the aldermanic district.
  • Make recommendations to address current issues and problems.
Executive Administrative Assistant I-Bilingual
  • Provide Spanish-English interpretation.
  • Provide bilingual customer service to the public during in-person and telephone interactions.
  • Translate short statements and documents to create Spanish language versions.
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 Executive Administrative Assistant I will work a flexible, consistent schedule averaging 19 hours per week.

Minimum Requirements

Both positions:

  1. Two years year of office support experience coordinating and working on a variety of assignments related to the essential functions, such as serving customers, using computers to enter data and prepare documents, and organizing files.
  2. At least 18 years of age at time of application.
  3. Ability to travel independently to and from City Hall and throughout Milwaukee by public transportation, walking, bicycling, or driving. Click here to view a map of the Aldermanic Districts: https://city.milwaukee.gov/ImageLibrary/Groups/ccCouncil/PDFs/2024/Final-Adopted-Aldermanic-Districts-As-of-JAN-2024---11-x-17.pdf

Executive Administrative Assistant I-Bilingual:
  1. Bilingual in Spanish and English.
Equivalent combinations of education and experience may also be considered.

NOTICE:  Please do not include your academic transcripts with your application email message. 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

BOTH POSITIONS:
Technical
  • Knowledge of office administration best practices.
  • Ability to work effectively with departmental administrative staff.
  • Ability to read and understand job-related written materials, including statutes, regulations, ordinances, and policies.
  • Ability to learn legislative research techniques.
  • Ability to learn and use standard computer software and programs such as word processing, spreadsheet, and database; ability to perform effective Internet searches.
  • Ability to maintain an organized office filing system.
  • Ability to coordinate and attend town hall, community, and neighborhood meetings.
Customer Service and Interpersonal
  • Written communication skills, including the ability to prepare clear, well-crafted correspondence and other documents.
  • Ability to establish and maintain effective relationships with elected officials, departmental personnel, and outside agencies.
  • Customer service skills to serve the public with patience, empathy, and diplomacy.
  • Ability to work cooperatively, effectively, and fairly with people whose backgrounds may differ from one’s own.
Critical Thinking and Professionalism
  • Ability to work well under pressure and tight time constraints to manage multiple assignments concurrently.
  • Ability to work independently as well as in a team environment.
  • Ability to think critically and analytically to solve problems.
  • Decision-making skills and sound judgment.
  • Professionalism, honesty, and integrity, as well as the ability to maintain confidentiality.
EXECUTIVE ADMINISTRATIVE ASSISTANT I - BILINGUAL
Bilingual Communication
  • Ability to communicate effectively verbally with customers in both English and Spanish.
  • Ability to read, understand, and process work-related documents, such as bills, correspondence, forms, and reports, in both English and Spanish.
  • Written communication skills in both English and Spanish, including the ability to accurately record information and prepare correspondence.
  • Ability to understand and follow instructions in English and Spanish, both written and verbal.

Current Salary

The current starting rate (Pay Range 2CN) is $24.73 per hour, and the resident incentive starting rate for City of Milwaukee residents is $25.47. 

Part-time appointees are not eligible for 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 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.

NOTE: Candidates for the Executive Administrative Assistant I-Bilingual position will be required to participate in an assessment of their communication skills related to interpreting and translating English and Spanish.

Additional Information

  • APPLICATIONS and further information may be accessed by visiting http://city.milwaukee.gov/jobs.
  • 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 at City Hall, 200 E. Wells St., Room 706, Milwaukee, WI 53202

Conclusion

EEO 103

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