Test Administration Coordinator

The Test Administration Coordinator plans, coordinates, schedules, and assists with entry-level and promotional testing processes for Milwaukee Fire Department (MFD), Milwaukee Police Department (MPD), and Department of Emergency Communications (DEC).

Essential Functions

EXAM ADMINISTRATION

• Check candidates in and out of the testing facility.
• Schedule and administer written and performance examinations; assist with scoring written tests, structured interviews, performance examinations, training and experience ratings, and written exercises; and issue examination date and result notices to candidates.
• Coordinate exam and event space reservations; arrange catering as necessary.
• Troubleshoot issues that may arise during FPC-administered examinations.
• Coordinate and conduct alternative examination sessions for candidates requiring accommodations.

RECORD MANAGEMENT

• Produce reports using the applicant tracking system.
• Serve as the FPC administrator for the applicant tracking system.
• Manage testing records; track and maintain accurate records related to preference points and the employee referral program.
• Evaluate exam accommodation requests; maintain records of approved accommodations and alternative test dates.
• Assist the department Staffing Services Manager and Human Resources Representatives in developing testing processes and providing testing and recruitment data.

COMMUNICATION

• Respond to candidate questions and concerns regarding the examination and hiring process.
• Serve as the primary contact for vendors requesting the status of background investigations, psychological examinations, medical evaluations, and drug tests.
• Act as the FPC liaison for test administration and coordinate with vendors during on-site examinations.
• Coordinate logistics for out-of-state assessors, including securing travel arrangements.
• Coordinate candidate retention events as directed by the Human Resources Representatives and Staffing Services Manager.

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.

Conditions of Employment

The Test Administration Coordinator Must Be Willing and Able to Do the Following:

• Extended workdays (up to 12 hours) on one or more days per week and/or weekends for recruitment and selection process administration.
• Ability to push and pull carts of test materials weighing more than 100 pounds.
• Ability to move about the test facility to respond to candidate inquiries while maintaining confidentiality.

Minimum Requirements

1. Bachelor’s degree in business administration, public administration, or a closely related field from an accredited college or university OR four years of progressively responsible, executive-level administrative support experience performing duties closely related to this position.
2. Valid driver’s license at the time of appointment and throughout employment.

Equivalent combinations of education and experience may be considered.

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

Knowledge, Skills, Abilities & Other Characteristics

TECHNICAL

• Situational awareness to monitor large and small groups of candidates participating in written tests, structured interviews, and performance examinations.
• Ability to learn and accurately apply FPC and Civil Service Rules and processes.
• 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 Office.
• Ability to create documents and spreadsheets and maintain databases.
• Ability to accurately perform mathematical calculations and understand basic statistics.
• Knowledge of customer service best practices and the ability to incorporate them into operations.

COMMUNICATION AND INTERPERSONAL

• Ability to remain composed and effectively handle large groups of candidates.
• Written communication skills to write clear, concise, and accurate correspondence to candidates and staff.
• Verbal communication skills to respond clearly to questions and present information to candidates, employees, managers, and vendors.
• Cultural awareness and sensitivity; ability to work cooperatively, effectively, and fairly with coworkers and residents whose backgrounds may differ from one's own.

CRITICAL THINKING AND PROFESSIONALISM

• Ability to organize, schedule, and coordinate testing activities and operations.
• Ability to maintain a high degree of accuracy and attention to detail, accurately entering applicant test scores and other information into online systems.
• Superior organizational skills, including the ability to maintain multiple filing systems and organize correspondence, confidential documents, reports, and other material.
• Critical thinking skills, including the ability to solve problems and use good judgment.
• 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.

Current Salary

The current salary range (Pay Range 2IN) is $70,672-$89,460 annually, and the resident incentive salary range for City of Milwaukee residents is $73,499-$93,038 . Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.