Election Administrative Services Coordinator

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

The Election Administrative Services Coordinator overseesall primary office administrative functions including onboarding new andreturning staff and publishing Election Notices.

Payroll and Finance Duties

• Review and audit payroll and expenses including timecards and process all Department of Employee Relations (DER) and budget-related requests to ensure accuracy and appropriate use of resources.
• Track and process the departments expenses vendors and contracts to ensure expenses are paid on time and in compliance with the departments budget procurement and state regulations.
• Process and maintain compliance on all data and information required on enterprise-wide systems to process payroll IT needs accounts payable vendor contracts public notices and meetings and any office management-related requests to service departments.
• Manage the pro-card program for the department; track expenses receipts and activity for all pro-card users and process all invoices.

• Ability to work long hours during election season with some evenings and weekends as necessary.
• Must perform light physical work including moving equipment weighing upwards of 10 pounds.

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. Associate degree in accounting business administration or a related field.
3. Two years of progressively responsible experience in payroll accounting and/or office administration performing organizational duties related to the essential functions above.
4. Completion of WisVote training requirements to access the statewide voter system within three months of appointment.
5. Valid Wisconsin drivers license at the time of appointment and throughout employment.
6. Must be a qualified elector of the State of Wisconsin meeting the following criteria:
   1. At least 18 years of age at the time of application close.
   2. Not currently serving any portion of a sentence for a felony conviction.
   3. Not otherwise disqualified from voting (Please reviewWis. Stat. 6.03for disqualifications from voting).

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 offer.

Technical

• Ability to learn and maintain knowledge of elections and the electoral process.
• Ability to learn and maintain knowledge of governmental operations and procedures related to the department and elections.
• Ability to develop a working understanding of election law.
• Knowledge of administrative support methods systems and terminology.
• Knowledge of accounting budgeting payroll purchasing and reporting to process transactions.
• Knowledge of mathematics and the ability to perform accurate calculations to carry out accounting-related duties.
• Ability to efficiently utilize the Citys payroll-related systems including PeopleSoft (HR) the Financial Management Information System (financials) and timekeeping (CityTime).
• Proficiency using word processing software spreadsheets presentation and database software.
• Ability to read and understand work-related documents such as manuals policies and procedures.

Communication and Interpersonal

• Written communication skills to prepare clear and accurate correspondence and documents.
• Knowledge of English writing mechanics and the ability to proofread documents and reports.
• Verbal communication skills to convey information clearly and effectively to customers and coworkers.
• Ability to serve the public and represent the department positively.
• Ability to work independently and as part of a team.
• Ability to work effectively with the Election Commission and other City staff elected officials political appointees executive leaders managers and the public.
• Teamwork skills and the ability to work cooperatively and fairly with people whose backgrounds may differ from ones own.
• Ability to remain composed during stressful situations.
• Ability to follow instructions given by supervisors.

Organization Judgment and Professionalism

• Ability to accurately maintain numerical and alphabetical filing systems.
• Planning organizational and project management skills to be able to accurately maintain a large volume of records handle multiple assignments simultaneously adjust to changing priorities and complete assignments promptly.
• Ability to employ innovative approaches to meeting and resolving assignments and critical issues.
• Critical thinking skills including analytical and problem-solving skills decision-making skills and sound judgment.
• Ability to maintain confidentiality of restricted information.
• Highly motivated self-directed and well-organized.
• Attention to detail to ensure accurate documentation.
• Honesty integrity and the ability to serve as an effective and efficient steward of City resources.

The current salary range (Pay Range 2GN) is$annuallyand the resident incentive salary range for City of Milwaukee residentsis$annually.Appointment will be made inaccordance with the provisions of the City of Milwaukee Salary Ordinance.

THE SELECTION PROCESSwill be job-related and willconsist of one or more of the following: an evaluation of related educationexperience and accomplishments an evaluation of written communicationinterviews and/or other assessment methods. The Department of Employee Relationsand the Election Commission reserve the right to call only the most qualifiedcandidates to proceed in the selection process. Information from the selectionprocess will be used to make a hiring decision. Selected candidates will betransferred and/or promoted to the position.

INITIAL FILING DATEThe selection process willbe held as soon as practical after the deadline listed above. Receipt ofapplications may be discontinued at any time after this date without prior recruitment may continue until the Citys needs have been met. Theapplicant is responsible for attending all phases of the selection process atthe time and place designated by the hiring authority.

NOTE:Transfer/Promotional Opportunities andPromotional Examinations are not open to Milwaukee Public Schools employees orto the public. Only current City of Milwaukee employees and civilian personnelin the MFD and MPD hired through a City Service Commission process who havesuccessfully passed a probationary period for a Civil Service position or whohave status as a City of Milwaukee employee in a fixed-term position will beconsidered. Individuals with exempt provisional temporary or emergencyappointments are not eligible for transfer.

• APPLICATIONS and further information may be accessed by visiting you would like assistance completing an application please contact the Department of Employee Relations at or.
• The Department of Employee Relations is located at City Hall 200 E Wells St Room 706 Milwaukee WI 53202.

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