Program Assistant III

Introduction

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

Purpose

The Program Assistant III supports the Milwaukee Public Library’s (MPL’s) Procurement unit by coordinating and maintaining system-wide library procedures and critical staffing lists, preparing reports and managing the MPL system reservation for the Library’s event space.

Essential Functions

Procurement Processing

Process and maintain purchasing records, including proofreading requests for pricing, purchase orders and service orders.

Use the purchasing and inventory database to generate documents.

Maintain all documentation regarding procurement including electronic files, scanning paper documents, and emailing documents to vendors.

Run and provide reports and monitor shipment and invoice status to assist in payment process.

Assist with equipment inventory by updating the inventory database and inventory counts.

Critical Staff and Other Directories

Maintain confidential and high-level systemwide personnel listings, including the phone directory and emergency management databases.

Maintain various databases, mailing lists and business office electronic files.

Prepare and process reports, documents, spreadsheets, correspondence and communications.

Distribute material; work on various large team projects, mailings and print jobs; scan and file through electronic means.

Assist other personnel with utilization of business software.

Administrative

Compile Central Library and Centennial Hall community program statistics in Microsoft excel.

Assist with preparing electronic policies, procedures and forms for the Library system.

Maintain electronic files ensuring that documents are grammatically correct and the electronic master documents are current.

Schedule systemwide meeting rooms for both public and staff for 13 MPL sites.

Process requests from the public and City departments via online scheduling software, telephone and email, and occasionally in person.

Generate administrative reports and assist in the preparation of other spreadsheet reports for use in budgeting, reporting, research, billing, bidding, etc.

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

Must be able to stand, walk, stoop, push, and pull, as well as perform light physical work, exerting up to 10 lbs. occasionally.

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, or a related field from an accredited college.

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 learn library policies and procedures.

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.

Knowledge of mathematics and the ability to make accurate calculations.

Ability to operate standard office equipment, including copiers, printers, and fax machines.

Knowledge of proper English language conventions (e.g., spelling, grammar, and punctuation) to write and edit correspondence.

Ability to accurately maintain numerical and alphabetical filing systems.

COMMUNICATION AND INTERPERSONAL

Written communication skills to proofread documents and produce clear and concise business correspondence.

Verbal communication skills to convey information clearly and effectively to customers and coworkers.

Customer service skills, empathy, and tact to serve the public positively.

Ability to diplomatically address concerns from irate customers.

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.

Attention to detail and ability to perform work accurately.

Ability to maintain confidentiality and work with sensitive information.

Current Salary

PROGRAM ASSISTANT III (Pay Range 5JN):

The current annual starting salary is $62,229 and the current resident incentive starting salary for City of Milwaukee residents is $64,096. 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, an evaluation of written communication, interviews, and/or other assessment methods. The Milwaukee Public Library reserves 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 needs of the City 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 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 can be accessed by visiting

If you would like assistance completing an application, please contact the Department of Employee Relations at or .

The Department of Employee Relations is located 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.