Office Support Specialist 2 (Field Engineering)

Description

This is not a Civil Service Position. DWSD employees are subject to provisions of Court Orders entered in United States District Court, Eastern District of Michigan, Southern Division, Case No. 77-71100 with regard to certain terms and conditions of employment. DWSD does not honor reversion rights for internal candidates.

Applicants for open positions at the Detroit Water and Sewerage Department must be authorized to work for ANY employer in the U.S. The Detroit Water and Sewerage Department is unable to sponsor or take over sponsorship of an employment Visa at this time.

SUMMARY:
The Office Support Specialist 2 acts as an assistant to the head of a DWSD unit. This position plans, organizes, manages and performs a variety of business operations, general and specialized administrative activities including, but not limited to answering multiline phones, maintaining calendars, making travel arrangements, handling information requests, preparing correspondences and reports, data entry, recordkeeping, conducting investigations, analyses, and evaluations for assigned unit.

Examples of Duties

ESSENTIAL JOB FUNCTIONS:
Perform clerical work. Maintain records. Complete recordkeeping, typing, transcription and similar work. Reconcile petty cash. Design and utilize filing systems. Handle customer calls efficiently and tactfully. Classify items for entry into bookkeeping records. Check arithmetic computations and balance figures. Operate standard office equipment such as personal computers, printers, copiers, scanners, fax, etc. Maintain calendars for departmental staff. Schedule tours, trainings and meetings. Perform routine correspondence in response to inquiries and complaints and handle routine contacts with other divisions or sections of the organization. Possess a valid Michigan Driver’s License and the ability to drive a motor vehicle on all terrain. Follow security and safety policies and procedures in carrying out work duties. Provide on the job training.

RELATED JOB FUNCTIONS:
Provide information to the public regarding departmental policies and procedures. Make travel arrangements. Arrange for calibration of equipment. Maintain materials and supplies for the office and staff. Perform non-technical research. Position may be called upon to direct specific project activities or to work as a team member. Perform related work duties as assigned.

Minimum Qualifications

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
KNOWLEDGE OF:
Routine clerical operations
Office dynamics and organizational structure Data management systems
Complex clerical operations
Basic business and statistical concepts
Job-specific tasks, processes and assignments Prioritization
Information systems and job-related expertise

SKILL TO:
Type, enter data and file efficiently and correctly.
Manage office inventories and supplies
Operate office equipment
Interact well with departmental staff, customers and vendors
Analyze information and compile data
Use advanced technology

ABILITY TO:
Understand and follow verbal and written instructions
Communicate effectively, both verbally and in writing
Proficient in Office Suite software such as Word and Excel
Handle frequent calls with customers
Establish and maintain effective working relationships with others
Effectively utilize appropriate security and safety equipment and procedures
Maintain regular and reliable attendance
Communicate frequently with team members and other units across the Department about process, equipment or potential problems
Direct team activities or to work as a team member
Make arithmetic computations with speed and accuracy
Assist departmental staff in the completion of complex tasks Identify system errors and make corrections
Prepare and audit complex documents
Lead meetings and advise on processes
Direct team activities or to work as a team member
Develop proficiency in unit specific operations and software
Work effectively in a team-based, flexible workforce with minimal supervision
Initiate new office procedures
Initiate actions for the settlement of problems falling outside of routine procedures
Perform more complex clerical and office work such as billing activities, the recording of cost data in the preparation of work schedules for field employees, the coordinating of activity records for the preparation of periodic or special reports
Provide information on a variety of subjects requiring considerable knowledge of the subject matter or of the department where considerable familiarity with work processes is required
Assist in the preparation of the division's budget
Determine content of correspondence or reports
Complete specialized assignments requiring extensive knowledge of the departmental mission, processes, policies, and procedures
Assist with conducting technical research and investigations, compiling data, and preparing
comprehensive statistical and narrative reports
Communicate with employees, customers and other individuals to answer questions, disseminate or explain information and address complaints
Coordinate between different department staff members and managers Independently analyzes issues in order to determine the proper method for resolution
Make travels arrangements and maintain calendars
Maintain filing, inventory, mailing, and database systems
Attend and take notes at meetings

REQUIRED EDUCATION AND EXPERIENCE (position requirements at entry)
High School Diploma or GED
Minimum of three (3) years of office or administrative support experience preferably in a municipal or
public utility work environment

Supplemental Information

ESSENTIAL REQUIREMENTS
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

This position may require sitting and standing for prolonged periods of time, light to moderate lifting, reaching, pulling, and carrying. Manual dexterity and audiovisual/linguistic acuity is required.

Environmental Working Requirements:
Work is performed in an office or plant environment with exposure to computer screens, noise, large moving equipment, and vehicles, potentially hazardous substances, fumes, and airborne particles in the plant. Work may be performed in confined spaces, hazardous areas that require respiratory protection and personal protective equipment (PPE), and under slippery and wet conditions.

OTHER REQUIREMENTS
Valid Michigan Driver’s License
Ability to work irregular hours, to commute to DWSD facilities and work sites, and respond to after hour emergencies and on-call responses.
The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position to position. Employees in this class are required to undergo alcohol and drug screening and are subject to a criminal background investigation.