Administrative Assistant II

Introduction

The City of Milwaukee is proud to employ a diverse workforce committed to providing exemplary service to its residents. If you are passionate about being part of an inclusive team of public servants, please consider the following opportunity.

Purpose

The Administrative Assistant II performs organizational and operational functions to ensure the efficiency of the Department of Public Works Infrastructure Division.

Essential Functions

Department Support

• Manage calendar appointments and direct calls to appropriate departments and personnel.
• Monitor the shared group email to ensure messages are directed to the appropriate recipients.
• Coordinate, prepare, and distribute correspondence and mailings. Review all outgoing correspondence for signature approval and maintain organized correspondence files.
• Track address changes and honorary street name requests.
• Draft vacation letters and departmental correspondence requiring a memorandum.
• Compose letters for traffic pattern changes and publish them on the City's website.
• Draft various letters related to public safety, speed humps, traffic ordinances, signal timing, utility hole cover issues, notifications, and proposals to vacating public right-of-way.
• Create and process billing and payment correspondence for grantors.
• Create change orders, process claim letters, and prepare special provisions.
• Comply with City guidelines for utilizing the Language Line Solutions service to assist callers.
• Collaborate with the Business Operations Manager to create and maintain folders and logs for all contract and grant projects.
• Assist in training other administrative staff on processes, procedures, and prioritizing daily assignments.

Executive Assistant Support

• Act as the executive assistant to the City Engineer.
• Monitor and track the status of requests and ongoing projects.
• Open, sort, and route the City Engineer's mail.
• Reserve vehicles and conference rooms.
• Schedule meetings for senior management.

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.

Minimum Requirements

1. Four years of progressively responsible administrative experience in an office setting, performing duties 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.

Knowledge, Skills, Abilities & Other Characteristics

Technical:

• Knowledge of administrative support methods and terminology.
• Ability to use document management and scheduling systems.
• Knowledge of mathematics and the ability to make accurate calculations to monitor grant expenditures.
• Proficient in using Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Skilled in keyboarding and data entry.
• Ability to effectively utilize office equipment, including telephones, computers, copiers, and fax machines.
• Ability to learn and effectively use departmental tracking applications and employee data systems.
• Ability to manage both complex and repetitive processes with accuracy and attention to detail.
• Ability to analyze processes and protocols and provide collaborative feedback for improvement and enhanced efficiency.
• Ability to organize, prepare, and maintain accurate records, reports, and files.
• Ability to coordinate and maintain schedules.

Communication and Interpersonal:

• Knowledge of customer service principles and the ability to respond to inquiries with tact, diplomacy, and discretion.
• Written communication skills in drafting and proofreading documents using appropriate English language conventions, including spelling, grammar, and punctuation.
• Verbal communication skills include communicating professionally and providing clear and concise information.
• Ability to use active listening skills.
• Ability to establish and maintain positive relationships with internal and external stakeholders, including the public, to meet organizational goals and objectives.
• Cultural awareness and sensitivity; ability to work cooperatively, effectively, and fairly with coworkers and residents whose backgrounds may differ from one's own.
• Ability to remain calm and professional during stressful situations.
• Ability to build and foster interpersonal relationships.

Organizational and Critical Thinking:

• Ability to cope with frequent interruptions, changing priorities, and stressful situations.
• Ability to use independent judgment to perform essential tasks under general direction.
• Ability to plan and prioritize assignments and produce accurate work by established deadlines.
• Honesty, integrity, and maintaining the highest degree of confidentiality regarding all work-related matters.
• Ability to serve as an effective steward of City resources.

Current Salary

The current starting salary is (Pay Range 6KN) is $49,399 and the resident incentive starting salary for City of Milwaukee residents is $50,881.

The City of Milwaukee provides a comprehensive benefit program that includes the following:

• 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

For full details of the benefits offered by the City of Milwaukee, please visit

Selection Process

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.

Additional Information

• APPLICATIONS and further information may be accessed by visiting
• Applications and transcripts 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 or .
• The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

Conclusion

EEO Code = 603

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