ADMINISTRATIVE ASSISTANT IV

Under the direction of the Water Works Administration Manager and the Water Works Human Resources Administrator, the Administrative Assistant IV provides confidential, administrative support to the leadership of the Milwaukee Water Works (MWW) Business Operations Division and assists with the human resources functions of the utility.

Administrative Support

• Provide confidential, administrative support to the Water Works Administration Manager and the Water Works Human Resources Administrator.
• Answer calls to the Water Works Administration Manager and the Administration office, in general, and perform necessary follow-up. 
• Manage the Water Works Administration Manager’s calendar.
• Ensure that the Business Administration office area is organized and well-maintained. Track the office supply inventory, and order and re-stock as needed; Order print jobs and schedule shipping pick-ups.
• Greet and screen visitors; answer incoming calls, receive divisional email correspondence and ensure communications are handled properly, professionally and redirected appropriately.
• Serve as the MWW coordinator for programs and events such as the Combined Giving Campaign, the Summer Youth Internship Program and the United Performing Arts Fund Campaign.

Human Resources Support 

• Track vacant positions and complete requests to fill documentation in JobAps.
• Coordinate the interview process, references and prepare employment offer materials.
• Conduct new employee onboarding orientation and track probationary review process.
• Coordinate Workforce Skills for the Earn to Learn Summer Youth employment programs.
• Prepare staffing change documents for managerial review; submit documents to the Department of Employee Relations (DER) for final review and approval.
• Prepare draft job descriptions for regular review and revision.
• Track performance reviews and compensation changes using the Salary Ordinance and the Human Resource Management System (HRMS).
• Assist with research for market and classification studies.
• Maintain the division’s organizational chart and group email distribution lists.
• Assist with annual employee information updates, such as certifications and training.
• Process and coordinate documents required for disciplinary meetings and actions.
• Maintain the internal Visual Organizational Inventory (VOI) of employee positions and employment status.
• Register employees for seminars and training classes for the Administration Office.
• Process tuition reimbursement requests for MWW.

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.

• Ability to exert up to 10 pounds of force occasionally. 

1. Regular status as a City of Milwaukee employee, having successfully completed a probationary period for a civil service position, or status as a City of Milwaukee employee in a fixed term position.
2. Four years of progressively responsible administrative support experience working in an office setting, including performing duties related to the essential functions above.

 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.

Technical

• Knowledge of office systems and procedures.
• Knowledge of administrative support methods, systems and terminology.
• Proficiency using Microsoft Word in order to format and proofread documents, as well as to perform advanced functions, such as mail merges.
• Ability to read and accurately apply personnel policies, the Milwaukee Code of Ordinances (including the salary and position ordinances) and civil service rules.
• Ability to learn and effectively utilize the HRMS system in order to produce reports and to retrieve data.
• Ability to learn and use Human Resource Management System (HRMS) and Financial Management Information System (FMIS).
• Ability to learn and effectively use videoconferencing and meeting software, such as Microsoft Teams.
• Ability to read, interpret and write reports.

Interpersonal, Customer Service and Communication

• Knowledge of customer service best practices and the ability to incorporate them into operations.
• Ability to communicate clearly and effectively in an attentive and courteous manner on the phone and in person.
• Skill in drafting and proofreading written documents to ensure that they are error-free.
• Ability to accurately use appropriate English language writing conventions, including spelling, grammar and punctuation.
• Ability to establish and maintain positive relationships with supervisors, co-workers, elected officials and the public to meet organizational goals and objectives.
• Ability to work cooperatively, effectively, fairly with co-workers and residents whose backgrounds may differ from one’s own.
• Ability to exhibit cultural awareness and sensitivity.
• Ability to work well independently and as a team member.

Critical Thinking, Judgment and Professionalism

• Ability to perform work with a high degree of accuracy.
• Ability to think critically and analytically.
• Ability to handle multiple projects and work effectively under pressure and within tight time constraints.
• Integrity and the ability to maintain complete confidentiality.
• Honesty and the ability to use City resources responsibly.
• Ability to identify opportunities for process improvements.
• Ability to approach problems in a logical manner and develop and implement solutions.
• Ability to demonstrate exemplary professionalism.

The current salary range (PR 5JN) is $62,229-$75,045 annually, and the current resident incentive salary range for City of Milwaukee residents is $64,096-$77,296 annually. Appointment will be made in accordance with the provisions of the salary ordinance.

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of related education, experience and accomplishments, an evaluation of written communication, interviews, and/or other assessment methods. The Milwaukee Water Works reserves the right to call only the most qualified candidates to proceed in the selection process. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

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. The applicant is responsible for attending all phases of the selection process at the time and place designated by the hiring authority.

NOTE: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process who have successfully passed a probationary period for a Civil Service position or who have status as a City of Milwaukee employee in a fixed term position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

• 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.

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