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Administrative Assistant II
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Description
The Office of the Chief Financial Officer - Departmental of Financial Services Public Safety Police division is accepting applications for an Administrative Assistant II position.
Position Summary
Examples of 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
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
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 should have at least two (2) years of experience.
Preferred Experience
Previous experience utilizing Microsoft Word & Excel
Equivalency
Supplemental Information
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 may be awarded for:
- Veteran Points: 0 – 15 points
- Detroit Residency Credit: 15 points
LRD: 02/20/2025
HEALTH
- Medical - Eligible for hospital, surgical, and prescription drug benefits.
- Dental
- Vision
- Life Insurance - Optional group insurance available to employee and their family. The City pays 60% of premium for first $12,500 of employee life insurance. Employee may purchase, at own expense, life insurance for spouse and each dependent.
- Long-Term Disability Insurance (Income Protection Plan) - The City offers disability insurance through payroll deductions for persons who become disabled and who are not yet eligible for a service retirement.
- Sick Leave
- Vacation
- Holidays
The City also has the following paid and unpaid leaves; funeral leave, Family and Medical Leave, jury duty, military duty leave, unpaid personal leave,
RETIREMENT BENEFITS
City Employees Retirement System
As a regular City employee you automatically become a member of the General Retirement System. This entitles you to a retirement allowance after:
- Completion of thirty (30) years of service;
- At age sixty (60) if you have at least ten (10) years of service, or
- At age sixty-five (65) with eight (8) years of service.
- In the event of disability, other eligibility rules apply);
- An early, actuarially reduced, retirement is offered after you have attained at least twenty-five (25) years of service;
- Employees are vested after ten (10) years of service, regardless of age.
ADVANCEMENT OPPORTUNITIES - Employees have many opportunities for growth and career advancement throughout all City departments and divisions.
Have a successful career with the City of Detroit. Always remember that you are a part of a team with a common Vision of delivering excellent service to the citizens of the City of Detroit.
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