Business Services Specialist

Job Description

Introduction

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

Purpose

The Business Services Specialist supports Accounts
Receivable, Accounts Payable, and Inventory in the Department of Public Works
(DPW)-Infrastructure and DPW-Operations areas of contract administration,
payment processing, billing, adjustments, and deposits.

Essential Functions

Contract Administration: DPW-Operations and DPW-Infrastructure

Review, audit, and process payments for DPW-Operations and
DPW-Infrastructure contracts.
Entry and encumbrance of contracts in the Financial
Management Information System (FMIS).
Process and encumber change orders related to contracts.
Review, compute, and track all retainage on contracts.
Monitor all contract activity through completion of the contract.

Answer contractor's inquiries regarding payment status.
Respond to payment and contract status inquiries.
Contract Payment Processing: DPW-Infrastructure,
DPW-Operations, and State Contracts
Process contract payments using city applications to
retrieve and log payments for DPW-Infrastructure and DPW-Operations contracts.
Process payments to the State on shared projects.
Work with accounting staff to troubleshoot problems related
to contract encumbrances, changes to the contract, and payments.

DPW Purchases, Payments, and Billing

Send out billings for Board-ups that were performed by DPW
crews and answer constituents' questions regarding these billings.
Create service and/or purchase orders for all DPW divisions,
except Milwaukee Water Works (MWW).
Review and record water and sewer usage for all city-owned
buildings.
Process payments to the MWW for DPW water bills, supply
charges, and documentation for Accounts Receivable.
Process weekly deposits for Special Event Permits, various
fees, and services.
Assist Inventory Manager with inventory adjustments and
oversight of the requisition process.
Enter all invoices for payment related to Fleet equipment
purchasing.
Enter Asset information following the Comptroller's
guidelines for asset reporting after verifying equipment status using the FleetFocus
system.

Administration

Review, create, and maintain all DPW requests for service
contract purchase orders.
Monitor and update purchase orders to prevent loss of
purchase authority.
Maintain equipment rental records related to Fleet Services
Agreements.
Review rented equipment assignments in Fleet Focus.
Process and approve invoices related to rented equipment.

We welcome qualified individuals with disabilities who are
interested in employment and will make reasonable accommodations during the
hiring process 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

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.
Associate degree in accounting, finance, business
administration, or a related field from an accredited college or university.
Two years of progressively responsible experience performing
accounting or payroll functions.

Equivalent combinations of education and experience may be
considered.
NOTICE: Please do not attach your academic transcripts
to your employment application. The hiring department will verify candidates'
education as part of the background screening process prior to extending any
job offer.

Knowledge, Skills, Abilities & Other Characteristics

Technical

Ability to learn and apply governmental accounting, payroll
and budgeting principles and practices.
Knowledge of mathematics and the ability to make accurate
calculations.
Ability to read and interpret complex, job-related
documents.
Ability to utilize related computer software programs,
including Word, Excel, Financial Management (FMIS), and PeopleSoft or Workday
(HRMS).
Skilled in using Microsoft Windows and Microsoft Office to
create documents, maintain databases, and prepare reports.
Accurate data entry skills with great attention to detail.

Communication and Interpersonal

Written communication skills to produce clear and concise
memos, reports, letters, and job aids.
Verbal communication skills to share information and respond
to questions.
Ability to actively listen and effectively communicate both
in person and over the telephone.
Ability to work independently, prioritize tasks, and follow
through on assignments to completion.
Ability to work cooperatively with team members and serve as
back-up on critical job functions shared among a small work team.
Ability to work in a collaborative, time-sensitive
environment, managing multiple deadline-driven tasks.
Ability to work cooperatively and fairly with people whose
backgrounds may differ from one's own.
Ability to maintain effective working relationships with
fellow staff, management, contractors, elected officials, other City staff.

Organization, Judgment, and Professionalism

Problem-solving and analytical skills, including the ability
to evaluate options, find the best solutions, and make recommendations.
Ability to plan, organize, initiate, prioritize, and
complete work to achieve objectives promptly, within deadlines and with limited
supervision.
Ability to meet competing, challenging, and ever-changing
priorities.
Ability to perform work with a high degree of accuracy,
detail, and quality.
Ability to remain professional at all times.
Ability to maintain confidential information.
Honesty, integrity, and the ability to use City resources
responsibly.

Current Salary

The current salary range (Pay Range 2FN) is $63,860 to
$73,907 annually, and the resident incentive salary range for City of
Milwaukee residents is $66,414 to $76,863 annually.
Appointment will be made in accordance with the provisions
of the City of Milwaukee 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, an evaluation of written communication,
interviews, and/or other assessment methods. The Department of Employee
Relations and the Department of Public Works reserve the right to call only the
most qualified candidates to proceed in the selection process. Information from
the selection process will be used to make a hiring decision. Selected
candidates will be transferred and/or promoted to the position.
INITIAL FILING DATE - The selection process will
be held as soon as practical after the deadline listed above. Receipt of
applications may be discontinued at any time after this date without prior
notice. However, recruitment may continue until the City's needs have been met.
The applicant is responsible for attending all phases of the selection process
at the time and place designated by the hiring authority.
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 the MFD and MPD hired through a City Service Commission process who have
successfully passed a probationary period for a Civil Service position or who
have status as a City of Milwaukee employee in a fixed-term position will be
considered. Individuals with exempt, provisional, temporary, or emergency
appointments are not eligible for transfer.

Additional Information

APPLICATIONS and further information may be accessed by
visiting www.jobapscloud.com/MIL.
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 at City
Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

Conclusion

The City of Milwaukee is an equal opportunity employer.

Requirements

Requirements

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.
Associate degree in accounting, finance, business
administration, or a related field from an accredited college or university.
Two years of progressively responsible experience performing
accounting or payroll functions.

Equivalent combinations of education and experience may be
considered.
NOTICE: Please do not attach your academic transcripts
to your employment