ADMINISTRATIVE SERVICES ASSISTANT

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.

The Administrative Services Assistant supports the Real Estate Division within the Department of City Development (DCD) by assisting the commercial and residential teams, property management team and the Database Specialist with daily tasks and special projects, including facilitating property offers and closings and creating monthly and year-end reports. 

Administrative Support:

• Screen and direct phone calls and voicemail to the appropriate person.
• Assist at the front desk by greeting and directing in-person office guests.
• Provide customer service for real estate sales to internal City departments and external vendors, such as title companies, real estate agents, and brokers.
• Prepare correspondence and enter real estate invoices.
• Copy and stock copy machines and printers with paper and toner.
• Schedule meetings and webinars.
• Maintain lists and contact guides for departmental staff.
• Sort and distribute departmental mail.
• Refer routine maintenance requests to the appropriate real estate staff.
• Back up the staff responsible for assisting with the preparation of the Redevelopment Authority of the City of Milwaukee (RACM) agenda and meeting materials to ensure the meetings run smoothly.
• Assist with mailing and routing routine letters related to the acquisition and sale of real estate.
• Provide backup administrative support to within the Department.

Record Maintenance:

• Input data into public and internal record collection sites and websites, such as the Multiple Listing Service, the City website, the real estate database, and any other systems needed to accomplish sectional goals. Upload photos into databases and web directories.
• Maintain the filing system for the real estate section, including filing physical paperwork in the correct location and retrieving documents to assist with the management and sale of City and RACM-owned properties. 
• Maintain electronic records and scan paper records, including property record “Mastercard” documents and original contracts.
• Maintain a calendar of deadlines for listing and selling properties, as well as performance deadlines for sold properties. 
• Assist with correspondence to buyers of sold properties to ensure compliance.
• Ensure all records retention schedules are accurately and completely followed. 
• Order files from the archives to assist with the needs of the team.

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.

1. Four years of administrative support related to the essential functions listed above OR an Associate degree in business administration, real estate or a closely related field AND two years of administrative support related to the essential functions listed 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.

• Familiarity with the municipal real estate sales process.
• Experience working in a real estate office.
• Knowledge of the organization and operation of the Department of City Development and the Redevelopment Authority of the City of Milwaukee.

TECHNICAL

• Knowledge of office systems and procedures.
• Strong keyboarding and data entry skills.
• Ability to organize and maintain files, records and schedules.
• Ability to coordinate office activities and operations such as creating In-rems sales folders, accepted offer notifications, closing packets for commercial and residential sales and printing/ copying projects.
• Ability to assist with mail delivery and distribution.
• Ability to learn proprietary software and databases.
• Ability to effectively utilize the Microsoft Office suite software, including PowerPoint, Word, Excel and Outlook.

COMMUNICATION & INTERPERSONAL

• Effective verbal communication skills to clearly convey information on the phone and in person.
• Strong written communication skills, including the ability to create emails, letters, reports, presentations and other documents.
• Knowledge of customer service best practices and the ability to incorporate them into operations, serving callers and visitors in an attentive and courteous manner.
• Ability to establish and maintain positive relationships with supervisors, coworkers, elected officials, and the public to meet organizational goals and objectives.
• Ability to work effectively with people from all cultural, educational, and socioeconomic backgrounds to accomplish programmatic goals.
• Ability to respond to inquiries with tact, diplomacy, and discretion.

CRITICAL THINKING & PROFESSIONALISM

• Superior organizational skills, including the ability to accurately maintain multiple filing systems, correspondence, confidential documents, reports, and other material.
• Skill in time management to handle competing priorities.
• Ability to control large volumes of detail-oriented work.
• Problem solving skills to recognize and recommend solutions.
• Ability to work efficiently, both independently and as a team member.
• Ability to exercise sound judgment and a strong sense of integrity.
• Ability to be professional, dependable, flexible, and adaptable.
• Honesty and integrity to meet professional standards for handling confidential information and politically sensitive issues.
• Ability to serve as an effective steward of the City’s resources.

The current starting salary (Pay Range 6MN) is $52,917 annually, and the resident incentive starting salary for City of Milwaukee residents is $54,505. Appointment will be made in accordance with the provisions of the salary ordinance.

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

• Wisconsin Retirement System (WRS) 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.

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.

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