Program Assistant III

**THIS POSITION IS OPEN TO CURRENT CITY OF MILWAUKEEEMPLOYEES ONLY**

The Program Assistant III provides administrative support tothe Department of Neighborhood Services (DNS) Condemnation Section byadministering contracts processing billing documentation and monitoring grantexpenditures.

Contract and Bid Support

• Prepare demolition bid specification documents for contractors and assist with bid openings.
• Maintain contract documents for demolition asbestos inspection and landscaping.
• Arrange pre-demolition inspections and the removal of gas and electric services at sites scheduled for demolition.
• Process contract change orders and draft changes to general bid specification documents.
• Monitor allocations related to demolition contracts for approval.
• Prepare contractor disqualification documents and assist with payment holds for non-compliance.
• Maintain a database of contract violations and resolutions; Prepare related annual reports.
• Approve contractors invoices for payment and enter vouchers into Accela disputing invoices as needed.
• Monitor compliance with the Citys prompt payment ordinance.

Grant and Billing Support

• Request grant creation with Federal Neighborhood Stabilization Program Funds.
• Track grant requests expenditures and prepare the monthly block grant fund report.
• Prepare change orders and completion reports.
• Maintain the database of referrals judgments and issued payments.
• Invoice owners for demolition and related charges; Refer unpaid charges to the Citys collection agent.
• Assess charges returned by the Citys collection agent and verify which charges should be certified to the Tax Refund Interceptor Program (TRIP).
• Answer taxpayers inquiries regarding charges.
• Process payments for appeals in the cash system in the absence of a cashier.
• Refer sites in need of fire debris cleaning to the contractor and process related invoices for payment.

Administrative and Departmental Support

• Request satisfaction of recorded raze orders at the Milwaukee County Register of Deeds when charges have been paid or are certified to tax roll.
• Prepare monthly agenda and minutes for the Standards & Appeals Commission.
• Document decisions related to the appeal of raze orders.
• Process memorandums of decisions for non-raze order appeals.
• Prepare the Citys notices of intent to file a claim in cases where the City has received a notice of withholding from the property insurer.
• Prepare escrow release documents for approval when property owners have placed funds in an escrow with DNS as part of a restoration agreement.
• Prepare monthly reports regarding Local Business Enterprise (LBE) and non-LBE awards for demolition.
• Provide customer service in person or on the telephone for the Condemnation Section.
• Maintain a log of referred buildings scheduled for demolition that can be used for training or for continuing education to the Milwaukee Fire Department Milwaukee Police Department and Department of City Development.

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. Regular status as a City of Milwaukee employee havingsuccessfully completed a probationary period for a civil service position orstatus as a City of Milwaukee employee in a fixed-term position.

2. Associate Degree in office administration businessmanagement construction management or a related field from an accreditedcollege or university.

3. Three years of administrative support experience performingduties closely related to the position.

Equivalent combinations of education and experience may alsobe considered.

NOTICE:Please do not attach your academic transcriptsto your employment application. The hiring department will verify candidates educationas part of the background screening process before extending any job offers.

• State of Wisconsin Asbestos Inspector certification.

Technical

• Ability to learn Milwaukee Code of Ordinance Volume 2.
• Ability to learn Department of Workforce Development job classifications.
• Ability to learn Wisconsin Department of Natural Resources (DNR) requirements regarding handling asbestos and other hazardous materials.
• Ability to interpret real property ownership records.
• Skill in the use of Microsoft Office including Word Excel and PowerPoint.
• Knowledge of best practices for providing administrative support.
• Ability to read and interpret job-related documents such as instructions policies procedures reports ordinances and contracts.
• Knowledge of database management and the ability to perform accurate data entry.
• Ability to learn and use the Citys financial management information system (FMIS) and other enterprise systems for payments and processing.
• Ability to make accurate calculations to execute various functions such as payment processing.

Interpersonal and Communication

• Ability to build and maintain effective working relationships with managers and coworkers.
• Ability to proofread documents and produce clear and concise business correspondence.
• Ability to share information and work politely with contractors business owners and the public.
• Ability to confidently and tactfully address concerns from irate customers.
• Ability to provide services in a culturally sensitive manner.
• Knowledge of the English language including sentence structure grammar and punctuation.
• Verbal communication skills to convey information clearly and effectively to customers and coworkers.
• Written communication skills to produce clear and concise business correspondence.

Critical Thinking and Professionalism

• Strong attention to detail to ensure accurate tracking and compliance.
• Ability to plan and complete work assignments on time.
• Ability to work independently and in a team-oriented environment with people whose backgrounds may differ from ones own.
• Ability to show initiative and continually improve processes.
• Ability to solve problems and exercise sound judgment.
• Ability to maintain confidentiality and accuracy in preparing and entering information.
• Ability to serve as an effective custodian of City resources.

The current salary range (Pay Range 5JN) is$62229-$75045annuallyand the resident incentive salary for City of Milwaukee residents is$64096-$77296annually.Appointment will be made in accordance with provisions of the salary ordinance.

• Applications can be accessed by you would like assistance completing an application please contact the Department of Employee Relations at
• The Department of Employee Relations is located in City Hall 200EWellsSt Room 706 Milwaukee WI 53202.

EEO Code 501

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