PROGRAM ASSISTANT III

**THIS POSITION IS OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES ONLY**

The Program Assistant III provides administrative support to the Department of Neighborhood Services’ (DNS) Condemnation Section by administering contracts, processing billing documentation, and monitoring grant expenditures.

Contract and Bid Support

• Prepare demolition bid specification documents for contractors and assist with bid openings.
• Maintain contract documents for demolition, asbestos inspection, and landscaping.
• Arrange pre-demolition inspections and the removal of gas and electric services at sites scheduled for demolition. 
• Process contract change orders and draft changes to general bid specification documents.
• Monitor allocations related to demolition contracts for approval. 
• Prepare contractor disqualification documents and assist with payment holds for non-compliance.
• Maintain a database of contract violations and resolutions; Prepare related annual reports. 
• Approve contractors’ invoices for payment and enter vouchers into Accela, disputing invoices as needed.
• Monitor compliance with the City's prompt payment ordinance.

Grant and Billing Support

• Request grant creation with Federal Neighborhood Stabilization Program Funds.
• Track grant requests, expenditures, and prepare the monthly block grant fund report. 
• Prepare change orders and completion reports.
• Maintain the database of referrals, judgments, and issued payments. 
• Invoice owners for demolition and related charges; Refer unpaid charges to the City's collection agent.
• Assess charges returned by the City's collection agent and verify which charges should be certified to the Tax Refund Interceptor Program (TRIP). 
• Answer taxpayers' inquiries regarding charges.
• Process payments for appeals in the cash system in the absence of a cashier.
• Refer sites in need of fire debris cleaning to the contractor and process related invoices for payment.

Administrative and Departmental Support

• Request satisfaction of recorded raze orders at the Milwaukee County Register of Deeds when charges have been paid or are certified to tax roll.
• Prepare monthly agenda and minutes for the Standards & Appeals Commission.
• Document decisions related to the appeal of raze orders.
• Process memorandums of decisions for non-raze order appeals. 
• Prepare the City's notices of intent to file a claim in cases where the City has received a notice of withholding from the property insurer. 
• Prepare escrow release documents for approval when property owners have placed funds in an escrow with DNS as part of a restoration agreement.
• Prepare monthly reports regarding Local Business Enterprise (LBE) and non-LBE awards for demolition.
• Provide customer service in person or on the telephone for the Condemnation Section.
• Maintain a log of referred buildings scheduled for demolition that can be used for training or for continuing education to the Milwaukee Fire Department, Milwaukee Police Department, and Department of City Development.

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. 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. Associate Degree in office administration, business management, construction management, or a related field from an accredited college or university.

3. Three years of administrative support experience performing duties closely related to the position.

Equivalent combinations of education and experience may also 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 before extending any job offers.

• State of Wisconsin Asbestos Inspector certification.

Technical

• Ability to learn Milwaukee Code of Ordinance Volume 2.
• Ability to learn Department of Workforce Development job classifications.
• Ability to learn Wisconsin Department of Natural Resources (DNR) requirements regarding handling asbestos and other hazardous materials.
• Ability to interpret real property ownership records.
• Skill in the use of Microsoft Office, including Word, Excel, and PowerPoint.
• Knowledge of best practices for providing administrative support.
• Ability to read and interpret job-related documents, such as instructions, policies, procedures, reports, ordinances, and contracts.
• Knowledge of database management and the ability to perform accurate data entry.
• Ability to learn and use the City’s financial management information system (FMIS) and other enterprise systems for payments and processing.
• Ability to make accurate calculations to execute various functions, such as payment processing.

Interpersonal and Communication

• Ability to build and maintain effective working relationships with managers and coworkers.
• Ability to proofread documents and produce clear and concise business correspondence.
• Ability to share information and work politely with contractors, business owners, and the public.
• Ability to confidently and tactfully address concerns from irate customers.
• Ability to provide services in a culturally sensitive manner.
• Knowledge of the English language, including sentence structure, grammar, and punctuation.
• Verbal communication skills to convey information clearly and effectively to customers and coworkers.
• Written communication skills to produce clear and concise business correspondence.

Critical Thinking and Professionalism

• Strong attention to detail to ensure accurate tracking and compliance.
• Ability to plan and complete work assignments on time.
• Ability to work independently and in a team-oriented environment with people whose backgrounds may differ from one’s own.
• Ability to show initiative and continually improve processes.
• Ability to solve problems and exercise sound judgment.
• Ability to maintain confidentiality and accuracy in preparing and entering information.
• Ability to serve as an effective custodian of City resources.

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

• Applications can be accessed by visiting www.jobaps.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 Code = 501

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