Administrative Assistant II Job at City of Detroit in Yates Township

Overview

Be a Part of the City You Love! The Office of the Chief Financial Officer - Departmental of Financial Services Public Infrastructure division is accepting applications for an Administrative Assistant II position.

Position Summary

Administrative Assistant II is an intermediate level para-professional within the City of Detroit Office of the Chief Financial Officer that requires close direction and supervision. The Administrative Assistant performs a broad range of clerical and administrative general office support activities. Those duties include, but are not limited to: opens mail and determines the appropriate method of routing; liaison between superiors and subordinate staff, other departmental staff, departments and outside agencies; schedules appointments and maintains appointment calendar for superior; assists staff by providing information about procedures, practices and policies.

Responsibilities

• Assists department managers, department directors or related management staff
• Greets visitors or callers and handles their inquiries or directs them to the appropriate persons according to their needs
• Sorts, opens, and distributes incoming mail to staff
• Make copies of correspondence or other printed material
• Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals
• Coordinate conferences, meetings, or special events and arrange travel reservations for office personnel
• Maintains scheduling and event calendars for staff
• Locates and assembles documents for briefings and conferences
• Assists staff by providing information about procedures, practices and policies in division
• Checks and/or compares documents, forms, applications, or other materials for accuracy, completeness, grammar, and format
• Writes simple or repetitive, non-technical correspondence such as letters of acknowledgement in accordance with a given format
• Operates electronic mail systems and coordinates the flow of information, internally or with other organizations
• Operates office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions
• Uses computers for various applications, such as database management or word processing
• Sets up, manages, and develops systems for paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records, correspondence or other material
• Composes, types and distributes meeting notes, correspondence, or reports

Additional Responsibilities

• Develops material for supervisor's use in public speaking engagements
• Manages and coordinates the receipting activities of goods and services for Department that the team is responsible for ensuring all goods and services are properly received, documented, and accounted for
• Coordinates and manages travel activities for ODFS team such as planning of travel advance, registering for conferences; requires attention to detail, organization, and clear communication
• Manages the staff time and attendance accurately entered in Ultipro system; proper approvals obtained for staff taking time off, etc
• Performs special projects and other duties as assigned

Education

For all Administrative Assistants, it is a requirement to have completed High School graduation or General Educational Development (GED) certificate.

Experience

In addition to the minimum education requirements, the following experience requirements also apply: For entry into the Administrative Assistant position, at least one (1) year of administrative support experience where 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. This proficiency may be measured by taking a written test. For selection, appointment to an Administrative Assistant level II should have at least two (2) years of experience.

Preferred Experience

• Previous experience utilizing Microsoft Word & Excel
• Financial and Budgeting application or software experience is preferred

Equivalency

Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Evaluation Plan

• Computer Based Test: 30%
• Interview: 70%
• Evaluation of Training, Experience & Personal Qualifications: P/F

Total of Interview and Evaluation T.E.P: 100%

Additional Points

• Veteran Points: 0 – 15 points

Detroit Residency Credit: 15 points

LRD: 02/20/2025