Administrative Assistant II en City of Detroit, MI

About the Department

Administrative Assistant II is an intermediate level paraprofessional within the City of Detroit Civil Rights, Inclusion and Opportunity Department 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.

Position Duties

• 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
• Answer telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals
• Coordinate conferences, meetings, or special events and arranges 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
• Develops material for supervisor's use in public speaking engagements
• Performs special projects and other duties as assigned

Minimum Qualifications

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 or higher, in addition to the minimum education requirements, more progressive levels of experience are required based on the following:
• Administrative Assistant II – at least two (2) years of experience

Other Qualifications

Evaluation Plan

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

Additional points may be awarded for:

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

LRD: 02/16/2024

KNOWLEDGE, SKILLS, AND ABILITIES

Basic knowledge and foundation of administrative concepts, principles, and practices sufficient to perform intermediate level work independently such as:

• Basic or commonly used rules, procedures, or operations, which typically require some previous experience or training
• Administrative and clerical procedures and systems, such as word processing, managing files and records, designing forms, and other office procedures and terminology, for example, to file material and obtain requested data from files
• Principles and processes for providing customer and personal services, which includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction; 
• Grammar, spelling, punctuation, and required formats sufficient to recognize and correct such errors in correspondence and reports

Skill in:

• Use of personal computers, telephone systems, fax machines and other standard office equipment
• Use of Microsoft Office (e.g. Word, Excel, Access, PowerPoint) and other office or financial suite software packages

• Use of Excel (e.g. Formulas, Pivot Tables, Vlookup, Hlookup, other functions, charts, tables) and other financial management software packages functionality

• Adapting policies or procedures to emergency situations and establishing practices or procedures to meet new situations
• Recognizing how and when certain policies, procedures, or guidelines will be confusing to others
• Communicating effectively in writing as appropriate for the needs of the audience
• Understand written sentences an paragraphs in work related documents
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Talking to others to convey information effectively
• Managing one's own time and the time of others

Ability to:

• Effectively speak, write, read, and understand the English language
• Follow written and oral directions
• Read and comprehend relevant documents
• Process and integrate simple data
• Hear at a conversational level
• Establish and maintain effective working relationships with both external and internal contacts
• Work as part of a team

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