ADMINISTRATIVE SPECIALIST

Recruitment #1710-4058-001

Introduction

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

Purpose

Under the general direction of the Administrative Specialist-Senior, the Administrative Specialist performs highly-responsible administrative work related to the development and implementation of the City’s annual Budget and ensures the effective functioning of the Division’s responsibilities pertaining to the Finance & Personnel Committee.

Essential Functions

  • Assume administrative responsibility for preparation of public information materials under statutory or critical deadlines.
  • Generate complex budget publications, including the annual budget, plan, budget summary six-year capital plan, and related publications.
  • Assist the Budget Director in the preparation of various presentation materials with bond rating agencies, citizen groups, and for Common Council committee hearings.
  • Perform lead customer contact for citizens on behalf of city departments and elected/appointed officials.
  • Liaison with all City departments regarding timely and appropriate submittal of annual Budget requests and related materials.
  • Coordinate and assist in the preparation and submittal of material for the cyclical Finance & Personnel Committee meetings, capital improvements committee meetings, and the annual budget hearings, including fiscal impact statements, PowerPoint presentations and other correspondence.
  • Manage and ensure timely and accurate timecard preparation and all related payroll duties for the Budget & Management Division and the Environmental Collaboration Office.
  • Ensure that information and open records requests are routed immediately to the Budget & Management Director.
  • Assist in the response to requests for public information and open records requests from elected officials and the general public; maintain a register of open records requests and their disposition.

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.

Minimum Requirements

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

Equivalent combinations of education and experience may be considered.

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.

Knowledges, Skills, Abilities & Other Characteristics

  • Knowledge of office systems and procedures.
  • Knowledge of customer service best practices and the ability to incorporate them into operations.
  • Ability to read and interpret budget publications, summaries, and City policies.
  • Proficient using standard computer software and programs such as Microsoft Word, Excel and PowerPoint.
  • Familiarity with office equipment, including telephones, computers, copiers and fax machines. 
  • Written and oral communication skills, including the ability to write correspondence and reports.
  • Ability to learn and effectively utilize the applicant tracking and employee data systems such as PeopleSoft, Human Capital Management (HCM) and FMIS in order to produce reports and to retrieve data.
  • Ability to perform accurate data entry.
  • Ability to maintain complete and accurate records.
  • Ability to handle multiple projects with varying deadlines.
  • Ability to identify opportunities for process improvement.
  • Superior organizational skills, including the ability to maintain filing systems, correspondence, confidential documents, reports and other material.
  • Ability to work well both independently and as a team member.
  • Ability to maintain confidentiality.
  • Interpersonal and customer service skills to be able to establish and maintain good relationships with elected officials, City staff and citizens.
  • Ability to exhibit exemplary professionalism.
  • Ability to think critically and analytically to problem-solve, make decisions and use sound judgment.

Current Salary

The current salary range (Pay Range 2 CN) for City of Milwaukee residents is $39,881-$55,825 annually, and the non-resident salary range is $38,902-$54,455.  Appointment will be made in accordance with the provisions of the salary ordinance.

Selection Process

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 Relations and the Budget and Policy Division 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.

Additional Information

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.
  • If you would like information on the position, please contact the Budget & Management Division, Crystal Ivy at (414) 286-3449 or civy@milwaukee.gov.

 

Conclusion

EEO 601

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