PROGRAM ASSISTANT II

** THIS POSITION IS OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES ONLY**

This selection process may be used to fill additional Program Assistant II positions within the Department of Employee Relations.

Under the direction of the Human Resources Manager, the Program Assistant II provides all administrative support for the staffing function in the Department of Employee Relations.   

• Structured interviews: Schedule candidates; format, proofread and copy all materials related to structured interviews and prepare folders for raters. Prepare structured interview room with necessary materials; greet candidates and ensure pre-interview paperwork is completed. Administer written exercise prior to structured interview. Ensure that schedule runs on time and prepare testing materials for scoring. Provide all day of exam support to raters, Human Resources Representative and candidates.
• Prepare testing materials: Redact and copy application materials for rater or departmental review; format, proofread and copy materials for written and performance examinations.
• Recruitment: Proofread and post City job information on social media sites; post all standard recruitment job postings. Ensure social media sites are up-to-date and of high quality.
• Workforce planning: Produce reports using HCM and prepare documents and reports for presentation to customer departments.
• Communication regarding selection processes: Respond to inquiries from applicants, City employees and hiring managers related to selection process.
• Examination administration: Assist in test administration, test scoring and creation of eligible lists.
• Invoice payment and approval: Approve payment of invoices related to meal purchases for raters, advertising, office supplies, travel costs and social media.
• Records maintenance: In accordance with the City’s records retention schedule, create and maintain filing systems (electronic and physical) for the Staffing Division, ensuring confidentiality of examination materials.
• Administrative support: Provide administrative support (e.g. formatting, proofreading, copying) for Human Resources Manager and the Human Resources Representatives.

Reasonable accommodations requested by qualified individuals with disabilities will be made in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

The Program Assistant II must be willing and able to do the following: 

• May be required to work evenings and weekends in order to perform duties related to test administration and recruitment.

1. Regular status as City of Milwaukee employee, having successfully completed a probationary period for a civil service position.
2. Four years of administrative support experience performing duties related to the position.

  Equivalent combinations of education and experience may be considered

      3.    Valid driver’s license at time of appointment and throughout employment.

IMPORTANT NOTE: College transcripts are required and must be received by the application period closing date. Transcripts should be attached to your online application. Applications without transcripts attached will be considered incomplete and will be rejected. Student/unofficial copies are acceptable; however, your transcript must be legible and include your college/university name, your name, the degree completed (if applicable) and the date completed.

• Ability to perform accurate data entry.
• Knowledge of customer service best practices and the ability to incorporate them into operations.
• Ability to read and interpret personnel policies, Milwaukee Code of Ordinances, Civil Service Rules and the City’s Salary Ordinance.
• Ability to learn and effectively utilize the applicant tracking and employee data systems in order to produce reports and to retrieve data.
• Ability to read, interpret and write reports.
• Oral communication skills to effectively respond on the phone and in person.  
• Proficient using standard computer software and programs such as word processing, spreadsheet, database, to perform advanced functions such as mail merge.
• Written communication skills to proofread documents so that they are publication-ready; knowledge of all grammatical and punctuation conventions.
• Superior organizational skills, including the ability to maintain multiple filing systems.
• Familiarity with office equipment, including telephones, computers, copiers and fax machines.
• Ability to think critically and analytically.
• Ability to work with sensitive information.
• Establish and maintain effective working relationships with other employees and the general public.
• Ability to work effectively under pressure and tight time constraints.
• Ability to maintain composure regardless of frequent interruptions.
• Ability to exhibit exemplary professionalism.
• Integrity and the ability to maintain complete confidentiality.
• Ability to perform work with a high degree of accuracy.

The current salary range (Pay Range 5FN) for City of Milwaukee residents is $42,539-$48,248 annually, and the non-resident salary range is $41,495-$47,065. Appointment will be made in accordance with the provisions of the salary ordinance.

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of related education, experience and accomplishments, written tests, interview, or other assessment methods.  The Department of Employee reserve the right to call only the most qualified candidates to oral, performance tests or personal interviews. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

Note: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process who have successfully passed a probationary period for a Civil Service position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

APPLICATIONS and further information can be accessed by visiting www.jobaps.com/MIL.

• 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 (414) 286-3751 or staffinginfo@milwaukee.gov.
• The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO 501

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