Administrative Specialist-Senior

The City of Milwaukee • Milwaukee, WI

10d

About The Position

THIS POSITION IS OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES ONLY. The Administrative Specialist–Senior supports contract and budget administration while providing administrative assistance to the City Treasurer and Deputy City Treasurer.

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 administrative support experience performing duties related to the position.
• Equivalent combinations of education and experience may be considered.
• Knowledge of office procedures, systems, terminology, and equipment.
• Ability to perform mathematical calculations to execute various functions. such as preparing invoices and budget reports.
• Ability to learn and apply City operating, payroll and accounting procedures.
• Ability to read and interpret complex job-related policies, ordinances, and rules.
• Ability to utilize related computer software programs, including Word, Excel, and Financial Management (FMIS).
• Knowledge of the English language, including proper sentence structure, grammar, and punctuation.
• Skilled in using Microsoft Windows and Microsoft Office to create documents, maintain databases, and prepare reports.
• Accurate data entry skills with great attention to detail.
• Verbal communication skills to share information and respond to questions.
• Written communication skills to prepare accurate reports and correspondence.
• Ability to work cooperatively with team members and serve as back-up on critical job functions shared among a small work team.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.
• Ability to maintain effective working relationships with fellow staff, management, contractors, elected officials, other City staff.
• Problem-solving and analytical skills, including the ability to evaluate options, find the best solutions, and make recommendations.
• Ability to plan, organize, initiate, prioritize, and complete work to achieve objectives promptly, within deadlines and with limited supervision.
• Ability to meet competing, challenging, and ever-changing priorities.
• Ability to perform work with a high degree of accuracy, detail, and quality.
• Ability to remain professional at all times.
• Ability to maintain confidential information.
• Honesty, integrity, and the ability to use City resources responsibly.

Responsibilities

• Prepare data reports and schedules related to service contracts and procurement.
• Review service contract bids and proposals and recommend the appropriate award.
• Audit vendor invoices for accuracy, research discrepancies, and initiate appropriate corrective action.
• Prepare documents related to purchase requisitions and invoices.
• Use the Financial Management Information System (FMIS) to allocate and reconcile expenditures.
• Audit and estimate monthly usage for postage, forms, and envelopes required for the department’s mailings.
• Maintain and update file of active vendor service contracts and software support agreements.
• Monitor renewal dates for maintenance service agreements and publication subscriptions.
• Monitor and reconcile budget reports and expenditure data, alerting management to any discrepancies.
• Prepare schedules and reports related to salaries and wages, direct labor hours, fringe benefits, supplies and materials, services, equipment purchases, information systems, and special funds.
• Assist the Deputy City Treasurer in the preparation of the department’s annual operating and special funds budget.
• Research current and pending legislation affecting department operations; collaborate with departmental management to coordinate the necessary response.
• Screen and respond to various emails, telephone inquiries, and written correspondence.
• Prepare confidential correspondence, forms, and reports.
• Coordinate and maintain the operating schedules of the City Treasurer and the department.
• Communicate the City Treasurer’s activities to division managers.
• Provide file maintenance of annual records including budget administration, departmental accounting, correspondence, operations, procurement, and service contracts.
• Record and coordinate file transfers and destruction in accordance with the approved records retention schedules.
• Prepare reports, correspondence, and required forms.
• Order office supplies, place maintenance requests, and coordinate vendor deliveries.
• Maintain departmental telephone directories, listings, office inventory, and reference library materials.
• Maintain Standard Operating Procedures for current job duties.
• Prepare departmental job descriptions, requests to fill, and personnel requisitions.
• Act as alternate payroll clerk as required.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed