PROGRAM ASSISTANT II - City of Milwaukee Wisconsin : Job Details

Introduction**THIS POSITION IS OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES ONLY** The Milwaukee Public Library is committed to providing the highest quality of service to internal and external customers. In meeting this commitment, employees are expected to be knowledgeable, competent, dependable, and courteous in the performance of their job responsibilities, and to work cooperatively as part of a team. Purpose The Program Assistant II performs a variety of paraprofessional duties for the Milwaukee Public Library (MPL) system, including scheduling system-wide meeting spaces and providing front desk support for the Business and Administrative offices. Essential FunctionsScheduling and Customer Service

• Serve as the primary contact for scheduling requests; schedule system-wide meeting rooms and Centennial Hall for both the public and staff. Determine eligibility for scheduling by verifying payment (if applicable), checking online sources, and consulting with MPL managers and executive team members as needed.
• Coordinate and manage partner and City of Milwaukee departmental events held in MPL spaces, and publish public-facing events to the library's online event calendar.
• Maintain policies, procedures, and documents related to meeting spaces.
• Maintain room, location, equipment, and reservation settings and fees within scheduling software, coordinating with software vendor and library teams as necessary.

Administrative Support

• Independently provide administrative support to the MPL system, utilizing advanced features of a multitude of business software programs.
• Prepare the library program contracts.
• Compose, correct, prepare, and distribute draft and final copies of letters, reports, and procedures.
• Maintain and enter data in various MPL databases. Maintain office electronic files and lists.
• Work on various large team projects, including scanning and filing through electronic means.

Front Desk/Office Administration

• Serve as the primary receptionist and telephone operator for the Executive, Business, and Human Resources Offices.
• Maintain the Business Office and Human Resources supply room, including ordering supplies and making service calls.

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.

Minimum Requirements 1. 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. 2. Four years of administrative support experience coordinating and working on a variety of clerical assignments 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 offer. Desirable Qualifications

• Knowledge of library policies and procedures.

Knowledge, Skills, Abilities & Other CharacteristicsTECHNICAL

• Knowledge of office procedures, systems, terminology, and equipment.
• Ability to learn and work with the library scheduling software and other standard business software.
• Ability to learn how to use the Library scheduling system effectively.
• Ability to file accurately and maintain recordkeeping systems.
• Knowledge of Business English, including office correspondence practices, sentence structure, grammar, and punctuation.
• Skill in using standard computer applications such as Microsoft Word, Outlook, and Excel.

COMMUNICATION AND INTERPERSONAL

• Strong customer service orientation and high degree of interpersonal skills.
• Ability to work effectively and cooperatively with people of all levels and with those whose backgrounds may differ from one's own.
• Ability to work both independently and in a team-oriented, collaborative environment.
• Ability to work cooperatively with those whose backgrounds may differ from one's own.
• Excellent telephone and office etiquette skills.

ORGANIZATIONAL AND PROFESSIONALISM

• Ability to work independently.
• Ability to organize and complete work assignments promptly.
• Ability to perform work with a high degree of accuracy, detail, and quality.
• Ability to think critically and analytically.
• Ability to exercise judgment, discretion, and tact in handling departmental matters.
• High degree of initiative and dedication to the improvement of processes.
• Honesty, integrity, professionalism, and the ability to maintain confidentiality.
• Ability to serve as an effective custodian of City resources.

Current Salary The current salary range (Pay Range 5IN) is $57,620-$72,025 annually, and the resident incentive salary range for City of Milwaukee residents is $59,348-$74,186 annually. Appointment will be made in accordance with the provisions of the City of Milwaukee Salary Ordinance. Selection ProcessTHE 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 Milwaukee Public Library 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 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) ###-#### or [email protected].
• The Department of Employee Relations is located at City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

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