PROGRAM ASSISTANT I - BILINGUAL - ELECTION COMMISSION

Located on the western shore of Lake Michigan, Milwaukee is an urban hub bursting with energy. Milwaukee provides a casual sophistication – big city appeal without the big city hassles. We are accessible and affordable, and our residents are welcoming. Milwaukee has evolved through the years, bringing together its unsurpassed old world charm with a breathtaking Art Museum, top-flight arts and cultural attractions, professional sports, lakefront festivals, recreational opportunities, and great restaurants.

Under the direction of the Deputy Director of the Election Commission, the Program Assistant I-Bilingual performs all activities associated with assigning chief inspectors, election inspectors, and other election workers to polling sites, recruiting and training election workers; scheduling training locations and dates, and processing payroll for inspectors after each election.  The Program Assistant I-Bilingual is required to be fluent in both English and Spanish to ensure that the City’s bilingual elections program complies with federal law.

• Assign election workers to voting sites using an Election Worker database and the Human Capital Management System (HCM) (PeopleSoft) by coordinating election worker information.
• Organize various mailings to election workers, including drafting correspondence, printing mailing labels, and preparing mailings for timely pick-up for mail service.
• Lead the payroll process for election workers who work only on Election Day at the polls by entering the data into the City’s payroll software; ensure that election workers complete all employment/payroll paperwork. Respond to payroll-related questions.
• Organize and conduct training sessions for election workers. Prepare training schedules, and administer training sessions for the trainers.  Review and revise training manuals, curriculum and print roster. Secure training locations, instructors and training supplies.
• Develop and implement a recruitment plan for new election workers in order to maintain a robust pool of workers, including fluent bilingual (English/Spanish) workers for each election.
• Ensure Section 203 (Voting Rights Act) compliance, which includes evaluating language and other skills of all bilingual (English/Spanish) election worker applicants, translating election materials, assigning qualified election workers to polling sites requiring bilingual workers, analyzing the need for language assistance after each election via reports from polling sites, and documenting and addressing issues as they arise related to Section 203.
• Train, supervise, evaluate and review the work for accuracy of a team of temporary office assistants.
• Perform general office duties including answering telephones, assisting voters/customers at the front counter and completing various data entry projects.

Reasonable accommodations requested by qualified individuals with disabilities will be made in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

Standard hours are 8:00 a.m. – 4:45 p.m.; however, in the days leading up to elections as well as on Election Day, the Program Assistant I may be required to work beyond standard business hours. There may be several election cycles per year.

1. Ability to read, write, and speak in both English and Spanish.
2. Four years of administrative support experience performing duties related to the position.

Equivalent combinations of education and experience may be considered

        3. Valid driver’s license at time of appointment and throughout employment.

IMPORTANT NOTE: College transcripts are required and must be received by the application period closing date. Transcripts should be attached to your online application. Applications without transcripts attached will be considered incomplete and will be rejected. Student/unofficial copies are acceptable; however, your transcript must be legible and include your college/university name, your name, the degree completed (if applicable) and the date completed.

• One year or more of lead worker experience.

• Ability to read, write, and speak in both English and Spanish.
• Knowledge of customer service best practices and the ability to incorporate them into operations.
• Knowledge of adult learning principles and the ability to effectively conduct training.
• Knowledge of recruitment strategies and the ability to successfully recruit election workers.
• Ability to become knowledgeable about payroll processes and the Human Capital Management (HCM).
• Ability to establish and maintain effective working relationships with other employees and the general public.
• Proficiency in using standard computer software programs such as word processing, spreadsheet, and databases.
• Ability to efficiently utilize office equipment, including telephones, computers, copiers and fax machines.
• Ability to communicate orally with culturally diverse individuals at all levels inside and outside the organization.
• Ability to train and coach employees and the general public.
• Ability to work well independently and as a team member.
• Ability to perform accurate data entry and mathematical calculations, using fractions and percentages.  
• Superior organizational and time management skills.
• Ability to think critically and analytically.
• Ability to work with sensitive information.
• Ability to work effectively under pressure and tight time constraints.
• Ability to exhibit exemplary professionalism.
• Integrity and the ability to maintain complete confidentiality.
• Ability to perform work with a high degree of accuracy.
• Good decision-making and sound judgment.
• Effective problem-solving skills.

The current salary range (Pay Range 5EN) for City of Milwaukee residents is $40,501-$46,724 annually, and the non-resident salary range is $39,507-$45,577. Appointment will be made in accordance with the provisions of the salary ordinance.

The City of Milwaukee provides a comprehensive benefit program that includes the following:

• Defined Benefit Pension Plan
• 457 Deferred Compensation Plan
• Health and Dental Insurance
• Comprehensive Wellness Program
• Onsite Clinic Services
• Onsite Employee Assistance Program
• Alternative Work Schedules
• Long Term Disability Insurance
• Group Life Insurance
• Tuition Benefits
• Paid Vacation
• 11 Paid Holidays
• Paid Sick Leave and other paid leaves
• Flexible Spending Arrangement
• Commuter Value Pass

For full details of the benefits offered by the City of Milwaukee, please visit http://city.milwaukee.gov/Benefits2017.

 

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of related education, experience and accomplishments, written tests, interview, or other assessment methods.  The Department of Employee Relations and Election Commission reserve the right to call only the most qualified candidates to oral, performance tests or personal interviews. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

INITIAL FILING DATE - The examination will be held as soon as practical after Wednesday, December 13, 2017. Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the needs of the City have been met. Qualified applicants will be notified of the date, time, and place of the examination. Unless otherwise required by law, the City of Milwaukee will not provide alternative test administration. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.

 

APPLICATIONS and further information can be accessed by visiting www.jobaps.com/MIL.

• Applications and transcripts should be submitted no later than the deadline listed above.
• If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
• The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

  EEO 501

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.