Program Assistant III

Job Description

Introduction

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

Purpose

Under the direction of the Milwaukee Waters Works (MWW)
Management Engineer, the Program Assistant III assists the MWW Engineering team
with administrative tasks related to contracting, invoice management, and
regulatory compliance.

Essential Functions

PROGRAM SUPPORT

Track and report the status of the Water Main Capital
Improvement Program and Plants Capital Improvement Program.

Update and maintain the schedule for contracting and assist
in the processing and tracking of invoices and payments for contracts.

Track and report the status of engineering consultant and
construction contracts including water main replacements, lead service line
replacements, and water plants.

Perform tasks related to processing change orders, payments,
and contract correspondence.

Manage the customer notifications for Lead Service Line
Replacements and the Water Main replacement program.

Update project information on the website and geographic
information system (GIS).

Complete tasks related to the tracking and filing of
correspondence for compliance with the requirements of the Department of
Natural Resources (DNR) and the Public Service Commission (PSC).

Review procedures for necessary revisions.
Coordinate timely
and consistent data collection and recording for regular reporting.

Provide data management for various engineering spreadsheets
and documents.
Prepare documents related to contracts and distribute
information to necessary departments.
Attend community outreach meetings as a representative of
MWW and assist with the coordination and preparation of public outreach
materials.
Maintain supervisors' schedules and manage calendars for
staff, such as absence analysis calendars.

CUSTOMER SERVICE

Answer telephones, direct calls, and take messages.
Provide excellent customer service by phone and in person,
including responding to inquiries and explaining departmental policies and
procedures.
Maintain effective working relationships with various City
departments to conduct departmental business.

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

Program Assistants must be able to stand, walk, stoop, push,
and pull, as well as move and lift objects weighing up to 10 lbs. regularly.
Occasionally work outside standard business hours to meet departmental needs.

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 office administration, business
management, information technology, general studies, or a related field from an
accredited college or university.
Three years of administrative support experience performing
duties related to the essential functions listed above.

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 offers.

Knowledge, Skills, Abilities & Other Characteristics

TECHNICAL

Knowledge of best practices for providing administrative
support.
Ability to read and interpret job-related documents, such as
instructions, policies, procedures, reports, ordinances, and contracts.
Ability to learn and use the City's online meeting and video
conferencing platforms.
Proficiency using word processing and spreadsheet
applications to produce documents and reports.
Knowledge of database management and the ability to perform
accurate data entry.
Ability to learn and use the City's financial management
information system and other enterprise systems.
Ability to learn invoice and payment practices.
Knowledge of mathematics and the ability to make accurate
calculations to execute various functions such as payment processing.
Ability to operate standard office equipment, including
copiers, printers, and fax machines.

COMMUNICATION

Written communication skills to be able to proofread
documents and produce clear and concise business correspondence.
Knowledge of English language, including sentence structure,
grammar, and punctuation.
Verbal communication skills to be able to convey information
clearly and effectively to customers and coworkers.

CUSTOMER SERVICE AND INTERPERSONAL

Ability to share information and work politely with
contractors, business owners, and the public.
Ability to work effectively with managers, coworkers, and
other City staff.
Ability to work cooperatively and fairly with people whose
backgrounds may differ from one's own.

CRITICAL THINKING AND ORGANIZATIONAL

Ability to work with managers and professionals to compile and
analyze information.
Ability to solve problems satisfactorily and exercise sound
judgment.
Ability to exercise independence in carrying out the
responsibilities of the position.
Ability to show initiative and continually improve
processes.
Ability to plan and complete work assignments in a timely
manner.
Ability to accurately maintain numerical and alphabetical
filing systems.
Attention to detail and ability to perform work accurately.
Ability to process mail and manage supplies.

PROFESSIONALISM

Ability to create office manuals and job aids, train staff,
and serve as departmental training coordinator.
Ability to oversee the operations and maintenance of office
equipment.
Coping skills to be able to remain calm in sensitive
situations.
Honesty, integrity, and the ability to maintain
confidentiality.
Ability to serve as an effective custodian of City
resources.

Current Salary

The
current salary range (Pay Range 5JN) is $62,229-$77,296 annually, and
the resident incentive salary range for City of Milwaukee residents is $64,718-$80,388 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 MFD and MPD, hired through a City Service Commission process, who have
successfully completed 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 can 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 in City Hall, 200 E
Wells St, Room 706, Milwaukee, WI 53202.

Conclusion

EEO 501
The City of Milwaukee values and encourages diversity and is an equal
opportunity employer.

Requirements

requirements of the Department of
Natural Resources (DNR) and the Public Service Commission (PSC).

Review procedures for necessary revisions.
Coordinate timely
and consistent data collection and recording for regular reporting.

Provide data management for various engineering spreadsheets
and documents.
Prepare documents related to contracts and distribute
information to necessary departments.
Attend community outreach meetings as a representative of
MWW and assist with the coordination and preparation of public outreach
materials.
Maintain supervisors' schedules and manage calendars for
staff, such as absence analysis calendars.

CUSTOMER SERVICE

Answer telephones, direct calls, and take messages.
Provide excellent customer service by phone and in person,
including responding to inquiries and explaining departmental policies and
procedures.
Maintain effective working relationships with various City
departments to conduct departmental business.

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

Program Assistants must be able to stand, walk, stoop, push,
and pull, as well as move and lift objects weighing up to 10 lbs. regularly.
Occasionally work outside standard business hours to meet departmental needs.

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 office administration, business
management, information technology, general studies, or a related field from an
accredited college or university.
Three years of administrative support experience performing
duties related to the essential functions listed above.

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