Administrative Assistant II

County•Milwaukee, WI

19d•Onsite

About The Position

The Administrative Assistant II serves as the first point of contact for visitors to the Department of Employee Relations (DER) and provides direct support to the Staffing Division/Certification Section. This role involves customer service, administrative support, records maintenance, and direct assistance to the Workforce Planning and Certification Supervisor. The anticipated start date for filling this vacancy is September 28, 2026.

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.
Four years of experience providing administrative support, including at least one year providing customer service.
Equivalent combinations of education and experience may be considered.
Technical Knowledge of office systems and procedures.
Ability to read and interpret job related materials such as City policies.
Intermediate-level proficiency using Microsoft Office Suite, including Word, Excel and PowerPoint.
Keyboarding and data entry skills.
Ability to learn and effectively utilize the applicant tracking and employee data systems such as Workday, Human Capital Management (HCM) and JobAps.
Ability to consistently handle a high volume of telephone calls and customer inquiries.
Ability to maintain complete and accurate records.
Knowledge of customer service best practices and the ability to incorporate them into operations.
Ability to provide excellent customer service to residents from all backgrounds.
Ability to listen well and work harmoniously in a team environment.
Ability to communicate clearly and effectively on the phone and in person.
Ability to remain calm and professional when serving upset customers in person and over the phone.
Skill in all aspects of customer service to build and maintain customer satisfaction.
Written communication skills to proofread documents so that they are publication-ready; knowledge of and ability to apply grammatical and punctuation conventions.
Ability to establish and maintain positive relationships with supervisors, co-workers, elected officials, and the public to meet organizational goals and objectives.
Ability to work effectively with co-workers and residents whose backgrounds may differ from one’s own.
Ability to handle multiple priorities and to work within tight time constraints.
Ability to identify opportunities for process improvement.
Ability to approach problems logically and develop and implement solutions.
Superior organizational skills, including the ability to maintain multiple filing systems, correspondence, confidential documents, reports and other material.
Ability to think critically and analytically.
Ability to work with sensitive information.
Ability to exhibit exemplary professionalism.
Integrity and the ability to maintain complete confidentiality.
Ability to serve as an effective steward of City resources.

Responsibilities

Welcome and assist visitors to the DER; answer incoming phone calls and respond or route accordingly.
Answer general questions on employee benefits, current job openings, and the status of applications.
Provide support for pre-employment by creating and sending medical authorization forms, tracking pre-employment activities, and sending OK-to-Hire notices to hiring departments.
Process I-9 Section II for new hires and rehires to the City of Milwaukee.
Address employment verification requests and route Department of Transportation (DOT) employment verification requests.
Maintain the Staffing Division’s Do Not Hire List, reinstatements, and temporary appointments.
Maintain and update the Certification Sections’ HR & Payroll Clerk distribution list.
Create and maintain confidential filing systems (electronic and physical) for all general city employees in accordance with the City’s records retention schedule.
Work with Human Resources Administrators, the Employes’ Retirement System (ERS) and City Records to ensure documentation is complete and updated for personnel files.
Update employee status as employees leave City service or return to City service (both electronic and physical files).
Monitor and track Personnel Action Files for all City employees.
Track and store personnel documents.
Assist the Human Resources Assistant with New Employee Orientation activities by responding to inquiries, adding documentation to employee folders, and ensuring that related issues are addressed promptly.
Provide administrative support to the Workforce Planning and Certification Supervisor in managing the Disabled Employee Placement Program (DEPP) by drafting and sending correspondence, scheduling meetings, updating files and tracking participant status.
Send Public Service Loan Forgiveness forms (signed by the Certification Supervisor) to the requestors.
Schedule sectional meetings, prepare and distribute minutes accordingly.
Coordinate meetings for the Workforce Planning and Certification Supervisor.