PROGRAM ASSISTANT I

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 Program Assistant I supports the Department of Public Works-Infrastructure Services Building and Bridges team by administering the work order system, maintaining section files and managing the section's financial management information system (FMIS) workflow.

Essential Functions

Analysis and Reporting

Use FMIS to generate reports for budget tracking and project monitoring.

Create and process bid documents, vouchers, requisitions, internal requests for information (IRI), job numbers, and deposits.

Reconcile and verify Procard purchases, ensuring accurate and compliant records.

Prepare utility analysis reports, track vendor invoices, and draft reports, letters, and other correspondence. Office Administration

Assist with the energy management and utility payment records.

Assist with the key card process, using the Ccure access card management system and maintain records of operational procedures.

Assist with maintaining up-to-date payroll records and generating reports.

Perform data entry assignments.

Assist with the City's work order system (Fiix), ensuring efficient staff assignments and timely completion of maintenance tasks.

Attend operational meetings, document key outcomes, and prepare and distribute meeting minutes.

Support building occupants and vendors by addressing inquiries and providing solutions.

Manage the receipt, distribution, and dispatch of mail.

Oversee the inventory of building supplies to ensure optimal stock levels are maintained.

Provide coverage at the City Hall information booth as needed. 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.

Conditions of Employment

Exert up to 10 pounds of force occasionally to lift and move objects.

Work extended shifts, evenings, weekends and holidays as needed to provide coverage at the City Hall information booth. Minimum Requirements

Three years of progressively responsible experience performing administrative work closely related to the duties described 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 before extending any job offers.

Desirable Qualifications

Certification as a Wisconsin Notary Public Knowledge, Skills, Abilities & Other Characteristics

Technical

Knowledge of administrative support practices and procedures.

Proficiency with Microsoft Office Suite, including word processing and spreadsheet software.

Ability to maintain complete and accurate records.

Knowledge of proper English language conventions (e.g., spelling, grammar, and punctuation) to write and edit correspondence.

Accurate keyboarding and data entry skills.

Ability to read, understand, and process work-related documents, such as bills, correspondence, forms, and reports.

Knowledge of and ability to learn and utilize job-related software such as the Financial Management Information System, City Time, Ccure, and Fiix.

Ability to maintain physical and electronic filing systems. Communication and Interpersonal

Ability to communicate effectively with others in person and over the phone.

Ability to work cooperatively and fairly with people whose backgrounds may differ from one's own.

Knowledge of the principles and practices of providing effective customer service.

Ability to establish and maintain positive relationships with internal and external stakeholders.

Ability to understand and follow instructions, both written and verbal.

Written communication skills, including accurately recording information and preparing correspondence.

Ability to work well in a team environment. Judgment and Professionalism

Ability to organize assignments and manage time to complete tasks.

Ability to keep detailed and accurate records.

Integrity and the ability to maintain complete confidentiality.

Attention to detail.

Ability to work with sensitive information.

Ability to identify opportunities for process improvement.

Ability to approach problems logically and develop and implement solutions.

Ability to serve as an effective steward of City resources. Current Salary

The current salary range (Pay Range 5GN) is $53,351-$66,689 annually, and the resident incentive salary for City of Milwaukee residents is $54,952-$68,690 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

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 the City of Milwaukee offers, please visit

Selection Process

THE SELECTION PROCESS will be job-related and 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 selection process components' date, time, and place. Unless otherwise required by law, the City of Milwaukee will not provide an alternate selection process date or time. The applicant is responsible for attending all phases of the selection process at the time and place designated by the City of Milwaukee.

Additional Information

APPLICATIONS and further information can be accessed by visiting

If you need help 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 501