Administrative Assistant II-Clerk's Office

Under the supervision of the Township Clerk, the Administrative Assistant II performs a variety of high-level administrative and support functions related to the daily operations of the Clerk's Office. The Assistant may coordinate and monitor purchasing, process mail, maintains postage and deliveries, payroll/timesheets, maintain inventory, records and procedures, and interact with the public and other departments. The position is public-facing and requires a positive attitude, exceptional attention to detail, excellent customer service skills (including the ability to de-escalate irate customers), accuracy and efficiency in work product and must be able to meet high demands during elections. Must be able to work overtime as needed, especially during elections. Elections experience is preferred. May be required to work holidays, weekends, and extended work days as directed. The position must maintain the integrity and accuracy of elections through representing the Clerk's office in its role as Administrator of Elections and Voter Records.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Attends various Township meetings and records and transcribes minutes as required.
• Receives, screens and directs telephone calls, correspondence and visitors to the department. Responds to inquiries and complaints and provides information. Refers complex issues to appropriate individuals as necessary.
• Assists in the development and/or the preparation of the departmental budget. May engage in accounting activities such as generating billings, reconciling statements, processing payroll, and other similar activities.
• Drafts correspondence, reports, memos and other items. Types, enters data, copies, files, and/or delegates tasks as appropriate.
• Schedules appointments and makes arrangements for administrative meetings and conferences.
• Assists with maintenance and storage of equipment. Maintains inventory of supplies and equipment. Places orders and makes purchases according to established procurement procedures and within budgetary guidelines.
• Establishes and maintains concise and comprehensive filing and records systems. Assembles data and processes various reports, generates monthly and year-end statistical reports, and others as requested.
• Performs special projects as assigned.
• Keeps abreast of new developments in the field and new techniques, through continued education and professional growth.
• Provides oversight of the Township mail room, sorts mail, maintains postage, and picks up deliveries. Performs related work as required.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.

Requirements include the following:

• A high school diploma or equivalent supplemented by additional coursework in business management, office management, secretarial science, or a related field.
• Four or more years' experience in an office setting.
• Thorough knowledge of the professional public management techniques involved in budgeting, personnel administration, public relations, and project management.
• Knowledge of the structure, policies, procedures, and regulations of municipal government.
• Considerable knowledge of general office operations and clerical and secretarial procedures and practices, including how to take effective meeting minutes.
• Thorough knowledge of modern office procedures, and skill in applying them.
• Ability to effectively train others and assign, coordinate, and evaluate the work of staff, including temporary election staff.
• Ability to operate election equipment, software, database systems, general office equipment and machines, computer, typewriter, calculator, copier, and fax machine.
• Ability to gather data and prepare accurate and timely records, reports, notices, memos and letters.
• Ability to convey and understand information effectively and promptly through speaking, hearing, reading, and writing.
• Ability to critically assess situations, solve problems, and work effectively within deadlines, and changing work priorities.
• Ability to establish effective working relationships and use good judgement, initiative and resourcefulness when dealing with other departments, the media, the public, Township officials, other employees, and representatives of other governmental units.
• Must be able to complete and pass the State of Michigan e-Learning course as well as Qualified Voter File (QVF) training within the first month on the job.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate with others in person or by phone and view and produce written and electronic documents. The employee frequently is required to use hands to touch, handle, or feel and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move items of light to moderate weight. May occasionally need to lift or move items over 30 pounds. The employee must be able to travel to and from worksites and election locations as needed.

While performing the duties of this job, the employee typically works in an office setting. The noise level in the work environment ranges from very quiet to very active, with many visitors and/or election workers with questions.