HUMAN RESOURCES ASSISTANT

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

The Human Resources Assistant (HRA) in the Department of Employee Relations (DER) Staffing Division (Certification Section) handles a variety of onboarding functions, including pre‑employment testing, New Employee Orientation (NEO), and the federally mandated Form I‑9 Employment Verification Process.

NOTE: Interviews for selected candidates may be conducted early in the week of September 7th.  The anticipated start date for filling this vacancy is September 28, 2026.

Preplacement Administration:

• Oversee preplacement processes, including monitoring, auditing, and making additions to the medical testing requirements and billing for local and out-of-town candidates.
• Act as point of contact for departments regarding complex preplacement issues and the preplacement process.
• Produce cost and billing reports for scheduled testing facilities for out-of-town candidates,
• Produce preplacement billing data for the Business Operations Specialist.
• Maintain pre-employment Excel spreadsheet.
• Send “OK-to-hire” and other status notices to hiring departments.

I-9 Verification:

• Oversee the I-9 employment verification process for all general city employees, including producing weekly lists, processing I-9s, sending out compliance communication, and non-compliance enforcement.
• Monitor regulations and laws relating to I-9 compliance.
• Update all I-9 training materials and documentation as needed.
• Act as lead person for I-9 reverification and reverification processing, including assisting other departments that complete their own I-9 verification (fire, police, etc.).
• Perform off-site I-9 processing for large groups of new hires.
• Assist the HR Compliance Officer with I-9 audits.

New Employee Orientation:

• Serve as a New Employee Orientation (NEO) facilitator.
• Streamline efficiencies in the onboarding process city-wide;
• Incorporate and update technology and media into onboarding processes;
• Assist the benefits section in scheduling and organizing the in-person and/or virtual portion of NEO.
• Monitor and respond to messages from the NEO mailbox.
• Create future strategies for successful new employee onboarding.

Support Services: 

• Create yearly Absence Analysis Calendar.
• Process and track all reinstatement requests.
• Monitor and update related spreadsheets and folders for the DER’s Auxiliary Resource Program; the Do Not Hire List; Employment Verification Process; Temporary Appointment Log; and CSC Rule IV Section 6 & Rule IV Section 9 promotions.
• Assist with the Disabled Employee Placement Program (DEPP), including monitoring the DER personnel forms mailbox;
• Assist in various certification functions, including Workday training, certifying hires, eligible list, compiling and posting reports. 
• Participate in the testing activities of the Staffing Division.

Certification Support Services:

• Administratively process reinstatement requests and ensure the appropriate rules are applied; refer requests to the City Service Commission as appropriate.
• Assist with temporary appointment requests; send approval/denial notices to requesting departments.
• Track temporary appointments, including requests for over 90 days and temporary appointment extensions through Civil Service Commission action.
• Send approved Notice of Temporary Appointment (NOTA) extension communications to the affected departments.
• Process, document, and route provisional appointment requests for management approval.
• Refer newly created eligible list to hiring departments.
• Create and route reclassification, market study, and reallocation certifications to department personnel officers for newly implemented reclassification studies.

Front Desk Reception Area Support:

• Provide immediate support to the front desk operations staff, including primary support for breaks and lunches. Assist with training and support to current and new staff.
• Provide direct coverage of the front desk reception area in the absence of the Administrative Assistant II.

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.

• The Human Resources Assistant may be required to occasionally work evenings and weekends to meet the needs of the department, including to perform testing functions. 

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 human resources, business administration, or a related field from an accredited college or university.
3. Two years of experience providing direct support to a human resources function or comparable business function such as payroll, employee relations, benefits, or leave administration.
4. Ability to travel independently around the City of Milwaukee by public transportation, walking, biking, or driving.

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.

• College coursework in human resources and/or communications. 

TECHNICAL

• Ability to read and apply personnel policies, the Milwaukee Code of Ordinances (including the Salary and Positions Ordinances), and Civil Service Rules.
• Ability to learn and carry out complex personnel procedures.
• Knowledge of customer service best practices and the ability to incorporate them into operations.
• Ability to efficiently use office equipment such as telephones, computers, and copiers.
• Ability to read, interpret, and write reports.
• Ability to learn and effectively use the Human Capital Management (HCM), Workday, and JobAps applicant tracking systems to produce reports and retrieve data.
• Intermediate-level proficiency using Microsoft Word, Microsoft Excel, and the Foxit PDF Editor.
• Ability to create documents and spreadsheets and maintain databases.
• Ability to learn and become proficient in I-9 processing and compliance.

COMMUNICATION/INTERPERSONAL

• Verbal communication skills to respond clearly to questions from and present information to employees, managers, and administrators. 
• Written communication skills to write reports and other documents that are thorough, clear, well-crafted, and error-free.
• Interpersonal skills to build effective working relationships with managers, city employees, and vendors.
• Cultural awareness and sensitivity; ability to work cooperatively, effectively, and fairly with coworkers and residents whose backgrounds may differ from one's own.
• Customer service skills, empathy, and tact to be able to serve the public and represent the department positively.

CRITICAL THINKING/PROFESSIONALISM

• Ability to think analytically, approach problems in a logical manner, and develop and implement solutions.
• Superior organizational skills, including the ability to maintain multiple filing systems and organize correspondence, confidential documents, reports, and other material.
• Ability to handle multiple priorities and work within strict time constraints.
• Ability to exhibit exemplary professionalism and maintain composure regardless of frequent interruptions.
• Ability to work discreetly with highly sensitive information.
• Honesty, integrity, and the ability to maintain complete confidentiality.
• Attention to detail and the ability to perform work with a high degree of accuracy.

The starting salary (5JN) is $62,229 - $77,296 annually, and the resident incentive starting salary for City of Milwaukee residents is $64,718-$80,388 annually. Appointment will be made in accordance with the provisions of the City of Milwaukee 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 Department of Employee Relations 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 City's needs 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 completed 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 and further information may 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 in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202

EEO 501

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