Election Administrative Services Coordinator

MPL • Milwaukee, WI

8d • Onsite

About The Position

The Election Administrative Services Coordinator oversees all primary office administrative functions, including onboarding new and returning staff and publishing Election Notices. 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, business administration, or a related field.
• Two years of progressively responsible experience in payroll, accounting, and/or office administration, performing organizational duties related to the essential functions above.
• Completion of WisVote training requirements to access the statewide voter system within three months of appointment.
• Valid Wisconsin driver’s license at the time of appointment and throughout employment.
• Must be a qualified elector of the State of Wisconsin, meeting the following criteria: At least 18 years of age at the time of application close. Not currently serving any portion of a sentence for a felony conviction. Not otherwise disqualified from voting (Please review Wis. Stat. § 6.03 for disqualifications from voting).
• Ability to learn and maintain knowledge of elections and the electoral process.
• Ability to learn and maintain knowledge of governmental operations and procedures related to the department and elections.
• Ability to develop a working understanding of election law.
• Knowledge of administrative support methods, systems, and terminology.
• Knowledge of accounting, budgeting, payroll, purchasing, and reporting to process transactions.
• Knowledge of mathematics and the ability to perform accurate calculations to carry out accounting-related duties.
• Ability to efficiently utilize the City’s payroll-related systems, including PeopleSoft (HR), the Financial Management Information System (financials) and timekeeping (CityTime).
• Proficiency using word processing software, spreadsheets, presentation, and database software.
• Ability to read and understand work-related documents such as manuals, policies, and procedures.
• Written communication skills to prepare clear and accurate correspondence and documents.
• Knowledge of English writing mechanics and the ability to proofread documents and reports.
• Verbal communication skills to convey information clearly and effectively to customers and coworkers.
• Ability to serve the public and represent the department positively.
• Ability to work independently and as part of a team.
• Ability to work effectively with the Election Commission and other City staff, elected officials, political appointees, executive leaders, managers, and the public.
• Teamwork skills and the ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.
• Ability to remain composed during stressful situations.
• Ability to follow instructions given by supervisors.
• Ability to accurately maintain numerical and alphabetical filing systems.
• Planning, organizational, and project management skills to be able to accurately maintain a large volume of records, handle multiple assignments simultaneously, adjust to changing priorities, and complete assignments promptly.
• Ability to employ innovative approaches to meeting and resolving assignments and critical issues.
• Critical thinking skills, including analytical and problem-solving skills, decision-making skills, and sound judgment.
• Ability to maintain confidentiality of restricted information.
• Highly motivated, self-directed, and well-organized.
• Attention to detail to ensure accurate documentation.
• Honesty, integrity, and the ability to serve as an effective and efficient steward of City resources.

Nice To Haves

• Equivalent combinations of education and experience may be considered.

Responsibilities

• Review and audit payroll and expenses, including timecards, and process all Department of Employee Relations (DER) and budget-related requests to ensure accuracy and appropriate use of resources.
• Track and process the department’s expenses, vendors, and contracts to ensure expenses are paid on time and in compliance with the department’s budget, procurement, and state regulations.
• Process and maintain compliance on all data and information required on enterprise-wide systems to process payroll, IT needs, accounts payable, vendor contracts, public notices and meetings, and any office management-related requests to service departments.
• Manage the pro-card program for the department; track expenses, receipts, and activity for all pro-card users and process all invoices.
• Manage all administrative duties to ensure the smooth operation of the Election Commission office.
• Onboard all full-time and temporary staff; ensure all required paperwork is completed accurately and on time; train staff on internal office procedures; and track staff schedules.
• Manage all office supplies, including ordering, shipping, and any problem-solving to ensure staff have the resources that they need to accomplish their election-related duties.
• Manage office-related equipment contracts and maintenance.
• Manage candidate files; track any required paperwork and/or forms.
• Handle in-person inquiries.
• Keep both the Executive Director and Deputy Director apprised of any rising issues and/or concerns related to their job duties or the department.
• Provide administrative support, including calendar and phone management for both positions as directed.
• Provide administrative support to the Board of Election Commissioners, including expense management and processing, tracking re-appointments, agenda development, minutes, and meeting notices.
• Manage the entire process of state-required open meetings notices and other election-related public notices to ensure compliance with state law.
• Develop and submit accurate postings.
• Ensure Spanish translations are complete on time.
• Coordinate with the County and/or State elections departments to ensure accuracy of information.
• Engage with the newspapers and city clerk to ensure notices are published accurately and in time.
• Post notices on the office board in the public area.

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: Entry Level
• Education Level: Associate degree