Administrative Assistant II

The City of Milwaukee is proud to employ a diverse workforcecommitted to providing exemplary service to its residents. If you arepassionate about being part of an inclusive team of public servants pleaseconsider the following opportunity.

The Administrative Assistant II performs organizational andoperational functions to ensure the efficiency of the Department of PublicWorks Infrastructure Division.

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 Citys website.
• Draft various letters related to public safety speed humps traffic ordinances signal timing utility hole cover issues notifications and proposals to vacating public rightofway.
• 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 Engineers mail.
• Reserve vehicles and conference rooms.
• Schedule meetings for senior management.

We welcome qualified individuals with disabilities who areinterested in employment and will make reasonable accommodations during thehiring process in accordance with the Americans with Disabilities Act (ADA) of1990 as amended by the Americans with Disabilities Act Amendments Act (ADAAA)of 2008.

1. Four years of progressively responsible administrativeexperience in an office setting performing duties related to the essentialfunctions listed above.

Equivalent combinations of education and experience may beconsidered.

NOTICE:Please do not attach your academic transcriptsto your employment application. The hiring department will verify candidateseducation as part of the background screening process prior to extending anyjob offers.

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 ones 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 workrelated matters.
• Ability to serve as an effective steward of City resources.

The current starting salary is (Pay Range 6KN) is$49399and the resident incentive starting salary for City of Milwaukee residents is$50881.

The City of Milwaukee provides a comprehensive benefitprogram 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 Milwaukeeplease visit Process

Additional Information

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