ADMINISTRATIVE SPECIALIST-SENIOR

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

The Administrative Specialist–Senior supports contract and budget administration while providing administrative assistance to the City Treasurer and Deputy City Treasurer.

PROCUREMENT AND CONTRACT ADMINISTRATION

• Prepare data reports and schedules related to service contracts and procurement.
• Review service contract bids and proposals and recommend the appropriate award.
• Audit vendor invoices for accuracy, research discrepancies, and initiate appropriate corrective action.
• Prepare documents related to purchase requisitions and invoices.
• Use the Financial Management Information System (FMIS) to allocate and reconcile expenditures.
• Audit and estimate monthly usage for postage, forms, and envelopes required for the department’s mailings.
• Maintain and update file of active vendor service contracts and software support agreements.
• Monitor renewal dates for maintenance service agreements and publication subscriptions.

BUDGET ADMINISTRATION

• Monitor and reconcile budget reports and expenditure data, alerting management to any discrepancies.
• Prepare schedules and reports related to salaries and wages, direct labor hours, fringe benefits, supplies and materials, services, equipment purchases, information systems, and special funds.
• Assist the Deputy City Treasurer in the preparation of the department’s annual operating and special funds budget.

STAFF ASSISTANT TO THE CITY TREASURER AND DEPUTY CITY TREASURER

• Research current and pending legislation affecting department operations; collaborate with departmental management to coordinate the necessary response.
• Screen and respond to various emails, telephone inquiries, and written correspondence.
• Prepare confidential correspondence, forms, and reports.
• Coordinate and maintain the operating schedules of the City Treasurer and the department.
• Communicate the City Treasurer’s activities to division managers.

GENERAL OFFICE ADMINISTRATION

• Provide file maintenance of annual records including budget administration, departmental accounting, correspondence, operations, procurement, and service contracts.
• Record and coordinate file transfers and destruction in accordance with the approved records retention schedules.
• Prepare reports, correspondence, and required forms.
• Order office supplies, place maintenance requests, and coordinate vendor deliveries.
• Maintain departmental telephone directories, listings, office inventory, and reference library materials.
• Maintain Standard Operating Procedures for current job duties.
• Prepare departmental job descriptions, requests to fill, and personnel requisitions.
• Act as alternate payroll clerk as required.

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. Four years of administrative support experience performing duties related to the position. 

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 offer.

TECHNICAL

• Knowledge of office procedures, systems, terminology, and equipment.
• Ability to perform mathematical calculations to execute various functions. such as preparing invoices and budget reports.
• Ability to learn and apply City operating, payroll and accounting procedures.
• Ability to read and interpret complex job-related policies, ordinances, and rules. 
• Ability to utilize related computer software programs, including Word, Excel, and Financial Management (FMIS).
• Knowledge of the English language, including proper sentence structure, grammar, and punctuation.
• Skilled in using Microsoft Windows and Microsoft Office to create documents, maintain databases, and prepare reports.
• Accurate data entry skills with great attention to detail.

COMMUNICATION AND INTERPERSONAL

• Verbal communication skills to share information and respond to questions.
• Written communication skills to prepare accurate reports and correspondence.
• Ability to work cooperatively with team members and serve as back-up on critical job functions shared among a small work team.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.
• Ability to maintain effective working relationships with fellow staff, management, contractors, elected officials, other City staff.

JUDGMENT AND RESPONSIBILITY

• Problem-solving and analytical skills, including the ability to evaluate options, find the best solutions, and make recommendations.
• Ability to plan, organize, initiate, prioritize, and complete work to achieve objectives promptly, within deadlines and with limited supervision.
• Ability to meet competing, challenging, and ever-changing priorities.
• Ability to perform work with a high degree of accuracy, detail, and quality.
• Ability to remain professional at all times.
• Ability to maintain confidential information.
• Honesty, integrity, and the ability to use City resources responsibly.

The current salary range (Pay Range 2GX) is $66,992-$78,768 annually, and the resident incentive salary range for City of Milwaukee residents is $69,672-$81,918 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 and the City Treasurer’s Office reserve 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 the 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 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 located at City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

The City of Milwaukee is an equal opportunity employer.