Michigan Staffing
Administrative Assistant 1 (Detroit Fire Department)
Michigan Staffing, Detroit, Michigan, United States, 48228
Administrative Assistant I (Detroit Fire Department)
The Administrative Assistant class is a non-supervisory role that organizes and expedites office management activities in each major division of the City of Detroit. Administrative Assistants in this class are classified as Administrative Assistants, levels I-IV, with varying degrees of responsibility. Administrative Assistants in this class lead and perform general office assistant work. The work requires knowledge of the procedures, techniques, and practices involved in carrying out the work of an organization within established guidelines, and the skill to use various office equipment, including fax machines, photocopiers, scanners, videoconferencing, telephone systems, and the ability to create and edit documents. Examples of duties include: Supporting department managers, department directors or related management staff Preparing standard and custom reports of a financial, personnel, payroll, or department-specific nature Greeting visitors or callers and handling their inquiries or directing them to the appropriate persons according to their needs Sorting, opening, and distributing incoming mail to staff Making copies of correspondence or other printed materials Answering telephones and giving information to callers, taking messages, or transferring calls to appropriate individuals Requisitioning office supplies, repairs on office equipment, and printing services Coordinating conferences, meetings, or special events, and arranging travel reservations for office personnel Maintaining scheduling and event calendars Locating and assembling documents for briefings and conferences Assisting staff by providing information about procedures, practices, and policies in division Preparing minutes of meetings from notes and/or recordings Serving as liaison between management and staff by transmitting information, explaining appropriate work instructions, and following up on assignments Setting up, managing, and developing systems for paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records, correspondence, or other material Checking and/or comparing documents, forms, applications, or other materials for accuracy, completeness, grammar, and format Creating, maintaining, and entering information into databases Writing simple or repetitive, non-technical correspondence such as letters of acknowledgment in accordance with a given format Operating electronic mail systems and coordinating the flow of information, internally or with other organizations Operating office equipment, such as fax machines, copiers, or phone systems and arranging for repairs when equipment malfunctions Using computers for various applications, such as database management or word processing Independently noting and following up on commitments made at meetings and conferences by staff members Developing material for supervisor's use in public speaking engagements Maintaining information needed for budget purposes Performing special projects and other duties as assigned Minimum qualifications include: Completion of high school graduation or a General Educational Development (GED) certificate At least one (1) year of administrative support experience where the use of personal computers to prepare correspondence, reports, and charts to enter and retrieve information is required. Administrative Assistants must demonstrate proficiency with integrated word processing and spreadsheet functions. Additional points may be awarded for: Veteran Points: 0 15 points Detroit Residency Credit: 15 points The City of Detroit offers a competitive and comprehensive employee benefit package. Benefits include, but are not limited to the following: Health: Medical, Dental, Vision Insurance: Life Insurance, Long-Term Disability Insurance Paid Time Off: Sick Leave, Vacation, Holidays Other Leave Benefits: Funeral Leave, Family and Medical Leave, Jury Duty, Military Duty Leave, Unpaid Personal Leave Retirement Benefits: City Employees Retirement System Advancement opportunities are available for growth and career advancement throughout all City departments and divisions.
The Administrative Assistant class is a non-supervisory role that organizes and expedites office management activities in each major division of the City of Detroit. Administrative Assistants in this class are classified as Administrative Assistants, levels I-IV, with varying degrees of responsibility. Administrative Assistants in this class lead and perform general office assistant work. The work requires knowledge of the procedures, techniques, and practices involved in carrying out the work of an organization within established guidelines, and the skill to use various office equipment, including fax machines, photocopiers, scanners, videoconferencing, telephone systems, and the ability to create and edit documents. Examples of duties include: Supporting department managers, department directors or related management staff Preparing standard and custom reports of a financial, personnel, payroll, or department-specific nature Greeting visitors or callers and handling their inquiries or directing them to the appropriate persons according to their needs Sorting, opening, and distributing incoming mail to staff Making copies of correspondence or other printed materials Answering telephones and giving information to callers, taking messages, or transferring calls to appropriate individuals Requisitioning office supplies, repairs on office equipment, and printing services Coordinating conferences, meetings, or special events, and arranging travel reservations for office personnel Maintaining scheduling and event calendars Locating and assembling documents for briefings and conferences Assisting staff by providing information about procedures, practices, and policies in division Preparing minutes of meetings from notes and/or recordings Serving as liaison between management and staff by transmitting information, explaining appropriate work instructions, and following up on assignments Setting up, managing, and developing systems for paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records, correspondence, or other material Checking and/or comparing documents, forms, applications, or other materials for accuracy, completeness, grammar, and format Creating, maintaining, and entering information into databases Writing simple or repetitive, non-technical correspondence such as letters of acknowledgment in accordance with a given format Operating electronic mail systems and coordinating the flow of information, internally or with other organizations Operating office equipment, such as fax machines, copiers, or phone systems and arranging for repairs when equipment malfunctions Using computers for various applications, such as database management or word processing Independently noting and following up on commitments made at meetings and conferences by staff members Developing material for supervisor's use in public speaking engagements Maintaining information needed for budget purposes Performing special projects and other duties as assigned Minimum qualifications include: Completion of high school graduation or a General Educational Development (GED) certificate At least one (1) year of administrative support experience where the use of personal computers to prepare correspondence, reports, and charts to enter and retrieve information is required. Administrative Assistants must demonstrate proficiency with integrated word processing and spreadsheet functions. Additional points may be awarded for: Veteran Points: 0 15 points Detroit Residency Credit: 15 points The City of Detroit offers a competitive and comprehensive employee benefit package. Benefits include, but are not limited to the following: Health: Medical, Dental, Vision Insurance: Life Insurance, Long-Term Disability Insurance Paid Time Off: Sick Leave, Vacation, Holidays Other Leave Benefits: Funeral Leave, Family and Medical Leave, Jury Duty, Military Duty Leave, Unpaid Personal Leave Retirement Benefits: City Employees Retirement System Advancement opportunities are available for growth and career advancement throughout all City departments and divisions.