Human Resources Assistant

County • Milwaukee, WI

75d • Onsite

About The Position

The Human Resources Assistant (HRA) in the Department of Employee Relations (DER) Staffing Division (Certification Section) handles a variety of onboarding functions, including pre-employment testing, New Employee Orientation (NEO), and the federally mandated Form I-9 Employment Verification Process. Interviews for selected candidates may be conducted early in the week of September 7th. 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.
• Associate degree in human resources, business administration, or a related field from an accredited college or university.
• Two years of experience providing direct support to a human resources function or comparable business function such as payroll, employee relations, benefits, or leave administration.
• Ability to travel independently around the City of Milwaukee by public transportation, walking, biking, or driving.
• Ability to read and apply personnel policies, the Milwaukee Code of Ordinances (including the Salary and Positions Ordinances), and Civil Service Rules.
• Ability to learn and carry out complex personnel procedures.
• Knowledge of customer service best practices and the ability to incorporate them into operations.
• Ability to efficiently use office equipment such as telephones, computers, and copiers.
• Ability to read, interpret, and write reports.
• Ability to learn and effectively use the Human Capital Management (HCM), Workday, and JobAps applicant tracking systems to produce reports and retrieve data.
• Intermediate-level proficiency using Microsoft Word, Microsoft Excel, and the Foxit PDF Editor.
• Ability to create documents and spreadsheets and maintain databases.
• Ability to learn and become proficient in I-9 processing and compliance.
• Verbal communication skills to respond clearly to questions from and present information to employees, managers, and administrators.
• Written communication skills to write reports and other documents that are thorough, clear, well-crafted, and error-free.
• Interpersonal skills to build effective working relationships with managers, city employees, and vendors.
• Cultural awareness and sensitivity; ability to work cooperately, effectively, and fairly with coworkers and residents whose backgrounds may differ from one's own.
• Customer service skills, empathy, and tact to be able to serve the public and represent the department positively.
• Ability to think analytically, approach problems in a logical manner, and develop and implement solutions.
• Superior organizational skills, including the ability to maintain multiple filing systems and organize correspondence, confidential documents, reports, and other material.
• Ability to handle multiple priorities and work within strict time constraints.
• Ability to exhibit exemplary professionalism and maintain composure regardless of frequent interruptions.
• Ability to work discreetly with highly sensitive information.
• Honesty, integrity, and the ability to maintain complete confidentiality.
• Attention to detail and the ability to perform work with a high degree of accuracy.

Nice To Haves

• College coursework in human resources and/or communications.

Responsibilities

• Oversee preplacement processes, including monitoring, auditing, and making additions to the medical testing requirements and billing for local and out-of-town candidates.
• Act as point of contact for departments regarding complex preplacement issues and the preplacement process.
• Produce cost and billing reports for scheduled testing facilities for out-of-town candidates.
• Produce preplacement billing data for the Business Operations Specialist.
• Maintain pre-employment Excel spreadsheet.
• Send “OK-to-hire” and other status notices to hiring departments.
• Oversee the I-9 employment verification process for all general city employees, including producing weekly lists, processing I-9s, sending out compliance communication, and non-compliance enforcement.
• Monitor regulations and laws relating to I-9 compliance.
• Update all I-9 training materials and documentation as needed.
• Act as lead person for I-9 reverification and reverification processing, including assisting other departments that complete their own I-9 verification (fire, police, etc.).
• Perform off-site I-9 processing for large groups of new hires.
• Assist the HR Compliance Officer with I-9 audits.
• Serve as a New Employee Orientation (NEO) facilitator.
• Streamline efficiencies in the onboarding process city-wide.
• Incorporate and update technology and media into onboarding processes.
• Assist the benefits section in scheduling and organizing the in-person and/or virtual portion of NEO.
• Monitor and respond to messages from the NEO mailbox.
• Create future strategies for successful new employee onboarding.
• Create yearly Absence Analysis Calendar.
• Process and track all reinstatement requests.
• Monitor and update related spreadsheets and folders for the DER’s Auxiliary Resource Program; the Do Not Hire List; Employment Verification Process; Temporary Appointment Log; and CSC Rule IV Section 6 & Rule IV Section 9 promotions.
• Assist with the Disabled Employee Placement Program (DEPP), including monitoring the DER personnel forms mailbox.
• Assist in various certification functions, including Workday training, certifying hires, eligible list, compiling and posting reports.
• Participate in the testing activities of the Staffing Division.
• Administratively process reinstatement requests and ensure the appropriate rules are applied; refer requests to the City Service Commission as appropriate.
• Assist with temporary appointment requests; send approval/denial notices to requesting departments.
• Track temporary appointments, including requests for over 90 days and temporary appointment extensions through Civil Service Commission action.
• Send approved Notice of Temporary Appointment (NOTA) extension communications to the affected departments.
• Process, document, and route provisional appointment requests for management approval.
• Refer newly created eligible list to hiring departments.
• Create and route reclassification, market study, and reallocation certifications to department personnel officers for newly implemented reclassification studies.
• Provide immediate support to the front desk operations staff, including primary support for breaks and lunches.
• Assist with training and support to current and new staff.
• Provide direct coverage of the front desk reception area in the absence of the Administrative Assistant II.

Benefits

• The starting salary (5JN) is $62,229 - $77,296 annually, and the resident incentive starting salary for City of Milwaukee residents is $64,718-$80,388 annually.
• Appointment will be made in accordance with the provisions of the City of Milwaukee Salary Ordinance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree