Business Services Specialist

The City of Milwaukee • Milwaukee, WI

15h

About The Position

The Business Services Specialist supports Accounts Receivable, Accounts Payable, and Inventory in the Department of Public Works (DPW)-Infrastructure and DPW-Operations areas of contract administration, payment processing, billing, adjustments, and deposits. This role is open to current City of Milwaukee employees only.

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 accounting, finance, business administration, or a related field from an accredited college or university.
• Two years of progressively responsible experience performing accounting or payroll functions.
• Equivalent combinations of education and experience may be considered.
• Ability to learn and apply governmental accounting, payroll and budgeting principles and practices.
• Knowledge of mathematics and the ability to make accurate calculations.
• Ability to read and interpret complex, job-related documents.
• Ability to utilize related computer software programs, including Word, Excel, Financial Management (FMIS), and PeopleSoft or Workday (HRMS).
• 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.
• Written communication skills to produce clear and concise memos, reports, letters, and job aids.
• Verbal communication skills to share information and respond to questions.
• Ability to actively listen and effectively communicate both in person and over the telephone.
• Ability to work independently, prioritize tasks, and follow through on assignments to completion.
• 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 in a collaborative, time-sensitive environment, managing multiple deadline-driven tasks.
• 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

• Review, audit, and process payments for DPW-Operations and DPW-Infrastructure contracts.
• Entry and encumbrance of contracts in the Financial Management Information System (FMIS).
• Process and encumber change orders related to contracts.
• Review, compute, and track all retainage on contracts.
• Monitor all contract activity through completion of the contract.
• Answer contractor’s inquiries regarding payment status.
• Respond to payment and contract status inquiries.
• Process contract payments using city applications to retrieve and log payments for DPW-Infrastructure and DPW-Operations contracts.
• Process payments to the State on shared projects.
• Work with accounting staff to troubleshoot problems related to contract encumbrances, changes to the contract, and payments.
• Send out billings for Board-ups that were performed by DPW crews and answer constituents’ questions regarding these billings.
• Create service and/or purchase orders for all DPW divisions, except Milwaukee Water Works (MWW).
• Review and record water and sewer usage for all city-owned buildings.
• Process payments to the MWW for DPW water bills, supply charges, and documentation for Accounts Receivable.
• Process weekly deposits for Special Event Permits, various fees, and services.
• Assist Inventory Manager with inventory adjustments and oversight of the requisition process.
• Enter all invoices for payment related to Fleet equipment purchasing.
• Enter Asset information following the Comptroller’s guidelines for asset reporting after verifying equipment status using the FleetFocus system.
• Review, create, and maintain all DPW requests for service contract purchase orders.
• Monitor and update purchase orders to prevent loss of purchase authority.
• Maintain equipment rental records related to Fleet Services Agreements.
• Review rented equipment assignments in Fleet Focus.
• Process and approve invoices related to rented equipment.

Benefits

• 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: Entry Level
• Education Level: Associate degree