Hybrid Office Management Assistant (Promotional/Law Department Only)) bei City of Detroit, MI

About the Department

Law Department

Office Management Assistant (Promotional)

Job Summary

Under general supervision, to organize and expedite routine office activities in the administrative office of a major division of a large department.

Position Duties

Essential Duties and Responsibilities (may perform duties as assigned)

• Review correspondence and determine the appropriate method for routing.
• Answer and type responses to routine correspondence.
• Draft replies to non-routine correspondence, subject to the review and approval by superiors in non-technical matters.
• Schedule appointments and maintain an appointment calendar for superiors.
• Screen callers and visitors. 
• Maintain logs for staff, document action taken, and follow up to ensure timely responses.
• Maintain office database (Court tickets, DUI files) in Smartsheet worksheets.
• Provide information to citizens about departmental, division and section policies and procedures.
• Maintain confidential records and files.
• Proofread all typed material for grammar, spelling, punctuation and typographical errors before submission to superior.
• Develop and revise the format of forms to facilitate workflow.
• Prepare Subpoenas for staff.
• Train new employees on Smartsheet.
• Assist with project preparation for training courses.
• Assist staff by providing information as needed.
• Perform any other related duties as needed.

Minimum Qualifications

Qualifications (required)

• High school graduation or GED.
• Three (3) years of experience in secretarial work that has demonstrated the ability to handle important office details.

Knowledge, Skills, and Abilities 

• Knowledge of departmental organization and work functions, practices, procedures, rules and regulations.
• Knowledge of common English usage, grammar, spelling and punctuation.
• Skill in typing with speed and accuracy.
• Skill In exercising tact and discretion.
• Skill in use of common office equipment, computers and software.
• Skill in oral and written communication.
• Skill in tactful interaction with department personnel and others.
• Ability to draft non-routine original documents.
• Ability to handle routine and some non-routine administrative details.

Licenses, Certifications, Other Special Requirements

Candidates considered for placement in this classification may be subject to a Criminal Background Investigation based on the requirements of the position.

Physical Demands

The employee generally remains in a stationary position for an extended period of time operation standard office equipment which may include computers, telephone, photocopies, and fax machines. The employee is expected to move about to accomplish tasks such as opening file cabinets and moving files. Must be able to lift, push, pull, and carry up to 20 pounds.

Work Environment 

Work is performed primarily in an office environment. Some work requires travel to meetings, conferences, and other work sites with exposure to seasonal weather conditions.

Other Qualifications

Evaluation Plan

• Computerized Examination: 30%
• Interview: P/F
• Evaluation of Training, Experience & Personal Qualifications: 70%
• Total of Computerized Exam and Evaluation T.E.P: 100%

Additional points may be awarded for:

• Veteran Points: 0 – 15 points
• Detroit Residency Credit:   15 point

 LRD: 08/25/2022