Introduction
Candidates will be placed on the highest-level list forwhich they qualify.
The City of Milwaukee is proud to employ a diverse workforcecommitted to providing exemplary service to its residents. If you arepassionate about being part of an inclusive team of public servants, pleaseconsider the following opportunity.
Purpose
Office Assistant IIs and IIIs assist with operationalefficiency by serving customers and providing clerical support.
Office Assistant IIs generally perform receptionist duties,type documents, input data, maintain records, and distribute mail.
Office Assistant IIIs perform increasingly responsible andcomplex administrative tasks requiring a command of automated systems, Englishwriting conventions, and policies and procedures. Depending upon theassignment, they may coordinate calendars for departmental managers, serve as leadworkers and trainers for clerical staff, and perform cashiering duties.
Depending upon departmental needs, OfficeAssistants may be considered for promotion through the Office Assistant series,contingent upon successfully meeting performance standards and attaining theminimum requirements for higher-level positions.
Essential Functions
Depending upon the assignment and the job level, OfficeAssistants perform many of the duties listed below as described in the PurposeStatement above.
CUSTOMER SERVICE
- Answer telephones, direct calls, and take messages.
- Provide excellent customer service to internal and external customers by phone and in person, including responding to inquiries and explaining departmental policies and procedures.
ADMINISTRATIVE
Prepare and process correspondence, reports, meeting agendas and minutes, and other documents using Microsoft Word and other automated systems.Proofread written materials to ensure accuracy and correct grammar, punctuation, vocabulary, and spelling.Operate a variety of standard office equipment, including copiers, printers, and fax machines.DATA AND FILE MANAGEMENT
Enter, update, and maintain data in various computer databases.Assist with entering payroll-related data and verifying time entry.Assist with the preparation of statistical and financial statements.Maintain files in both paper and electronic formats.Work with the City Records Department to archive records according to City standards.CALENDAR MANAGEMENT
Maintain supervisors’ schedules and manage calendars for staff such as meeting and vacation calendars.Prepare meeting agendas, attend meetings, and record minutes.MAIL AND SUPPLIES PROCESSING
Sort and distribute mail to ensure it reaches the proper recipients.Assist with completing and mailing bills, checks, invoices, contracts, and / or policies.Assist in conducting inventory and ordering office supplies.LEAD WORKER
Assume lead responsibility for coordinating office operations, including directing and training clerical staff and / or summer interns.Assume responsibility for office equipment maintenance.Develop manuals and job aids outlining office procedures.CASHIERING
Handle transactions using the departmental cashiering system.Complete close of day balancing of deposits, and import financial information using the City’s financial management information system.We welcome qualified individuals with disabilities who areinterested in employment and will make reasonable accommodations during thehiring process in accordance with the Americans with Disabilities Act (ADA) of1990, as amended by the Americans with Disabilities Act Amendments Act(ADAAA).
Conditions of Employment
Office Assistants may be required to work weekends and holidays on occasion to meet departmental needs.Office Assistants must be able to stand and walk as well as perform light physical work, including exerting up to 10 pounds of force to lift and move objects.Minimum Requirements
Office Assistant II :
1. Eighteen years of age at time ofapplication close.
2.Availability towork full-time during standard business hours (daytime, Monday-Friday).
Office Assistant III :
1. Eighteen years of age at time ofapplication close.
2.Availability towork full-time during standard business hours (daytime, Monday-Friday).
3.One year of officesupport experience coordinating and working on a variety of clericalassignments related to the essential functions, such as serving customers, usingcomputers to enter data and prepare documents, and organizing files.
Equivalent combinations of education and experience may beconsidered.
NOTICE : Please do not attach your academic transcripts toyour employment application. The hiring department will verify candidates’education as part of the background screening process prior to extending anyjob offers.
Desirable Qualifications
Office Assistant II :
Experience performing office support functions.Office Assistant III :
Cashiering experience.Knowledge, Skills, Abilities & Other Characteristics
With greater responsibility, Office Assistant IIIs a need anelevated knowledge base and skill set to perform the more complex functionsrequired of them.
TECHNICAL
Knowledge of office procedures, systems, terminology, and equipment.Ability to read and understand work-related documents such as policies and procedures.Ability to follow written and verbal instructions.Knowledge of standard software applications to create documents, use spreadsheets, and generate reports.Ability to learn specialized computer applications to query databases and perform other job-related transactions.Ability to perform accurate data entry.Written communication skills to prepare correct 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 perform basic mathematical calculations.Ability to show initiative and continually improve processes.INTERPERSONAL
Customer service skills, empathy, and tact to serve the public and represent the department positively.Ability to work effectively with supervisors and staff.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.ORGANIZATIONAL
Ability to organize and complete work assignments in a timely manner.Ability to accurately maintain numerical and alphabetical filing systems.Ability to coordinate meetings and manage calendars for supervisors and staff.Ability to process mail, manage supplies, and ensure that office equipment is properly maintained.CONFIDENTIALITY AND JUDGMENT
Ability to handle sensitive information carefully.Ability to be a responsible steward of City of Milwaukee resources.Honesty, integrity, and the ability to maintain confidentiality.OFFICE ASSISTANT IIIs (ASSIGNMENT-DEPENDENT)
Lead worker skills to coordinate and direct the work of a small group performing clerical tasks.Ability to learn and accurately perform cashiering duties.Current Salary
OFFICE ASSISTANT II (Pay Range 6DN) :
The current starting salary is $40,826 annually, and thecurrent resident incentive starting salary for City of Milwaukee residents is $42,051.
OFFICE ASSISTANT III (Pay Range 6GN) :
The current starting salary is $44,909 annually, and thecurrent resident incentive starting salary for City of Milwaukee residents is $46,256.
BENEFITS
The City of Milwaukee provides a comprehensive benefitprogram that includes the following :
Wisconsin Retirement System (WRS) Defined Benefit Pension Plan457 Deferred Compensation PlanHealth and Dental InsurancePaid Parental LeaveComprehensive Wellness ProgramOnsite Clinic ServicesOnsite Employee Assistance ProgramAlternative Work SchedulesLong Term Disability InsuranceGroup Life InsuranceTuition BenefitsPaid Vacation12 Paid HolidaysPaid Sick Leave and other paid leaveFlexible Spending ArrangementCommuter Value Pass
Salary : $40,826 - $44,909
