Election Administrative Services Coordinator

Job Description

Introduction

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

Purpose

The Election Administrative Services Coordinator oversees
all primary office administrative functions, including onboarding new and
returning staff and publishing Election Notices.

Essential Functions

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 department's expenses, vendors, and
contracts to ensure expenses are paid on time and in compliance with the
department's 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.

Administrative and Human Resources Duties

Manage all administrative duties to ensure the smooth operation
of the Election Commission office.
Onboard all full-time and temporary staff; ensure all
required paperwork is completed accurately and on time; train staff on internal
office procedures; and track staff schedules.
Manage all office supplies, including ordering, shipping,
and any problem-solving to ensure staff have the resources that they need to
accomplish their election-related duties. Manage office-related equipment
contracts and maintenance.
Manage candidate files; track any required paperwork and/or
forms.
Handle in-person inquiries.
Keep both the Executive Director and Deputy Director
apprised of any rising issues and/or concerns related to their job duties or
the department.
Provide administrative support, including calendar and phone
management for both positions as directed.
Provide administrative support to the Board of Election
Commissioners, including expense management and processing, tracking
re-appointments, agenda development, minutes, and meeting notices.

Election Public Notices

Manage the entire process of state-required open meetings
notices and other election-related public notices to ensure compliance with
state law.
Develop and submit accurate postings.
Ensure Spanish translations are complete on time.
Coordinate with the County and/or State elections
departments to ensure accuracy of information.
Engage with the newspapers and city clerk to ensure notices
are published accurately and in time.
Post notices on the office board in the public area.

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.

Conditions of Employment

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.

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, business administration, or
a related field.
Two years of progressively responsible experience in
payroll, accounting, and/or office administration, performing organizational
duties related to the essential functions above.
Completion of WisVote training requirements to access the
statewide voter system within three months of appointment.
Valid Wisconsin driver's license at the time of appointment
and throughout employment.
Must be a qualified elector of the State of Wisconsin,
meeting the following criteria:

At least 18 years of age at the time of application close.
Not currently serving any portion of a sentence for a felony
conviction.
Not otherwise disqualified from voting (Please review Wis.
Stat. § 6.03 for disqualifications from voting).

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 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 City's 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 one's 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.

Current Salary

The current salary range (Pay Range 2GN) is $64,264-78,768 annually,
and the resident incentive salary range for City of Milwaukee residents
is $66,835-81,918 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 Election Commission 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 values and encourages diversity and 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, business administration, or
a related field.
Two years of progressively responsible experience in
payroll, accounting, and/or office administration, performing organizational
duties related to the essential functions above.
Completion of WisVote training requirements to access the
statewide voter system within three months of appointment.
Valid Wisconsin driver's license at the time of appointment
and throughout employment.
Must be a qualified elector of the State of Wisconsin,
meeting the following criteria:

At least 18 years of age at the time of