Executive Administrative Assistant II (Detroit Fire Department)

: Description DETROIT FIRE DEPARTMENT EXECUTIVE ADMINISTRATIVE ASSISTANT II APPOINTED POSITION The Executive Administrative Assistant is an appointed position which serves at the pleasure of the Executive Commissioner of the Detroit Fire Department. The Executive Administrative Assistant will provide the Fire Department Administration Division with confidential executive administrative support; act as a liaison for the Executive Team by responding to incoming calls and confidential correspondence; exercise independent judgment in determining the level of immediate response needed, and seek direction when necessary. This employee will have significant access or exposure to confidential information concerning labor relations matters or management's position on personnel matters. They will also have access to sensitive information, such as financial data, personnel records, and internal audits. The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and will be able to work independently with little supervision. This person must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting a very busy Fire Department. This position will also serve as the primary point of contact in the reception area of the Fire Department. Under general supervision, acts as an assistant to the head of a large department and will assist on other Executive Administrative functions. Plans, organizes, manages, administers, and supervises business operations and general administrative activities, or a specialized, diverse, and complex group of administrative activities. This is not a remote position. Monday - Friday from 8:00a until 4:30p Examples of Duties Essential Duties and Responsibilities ( may perform other duties as assigned )

• Analyze departmental processes and operations to identify existing problems and possible improvements.
• Evaluate the efficiency of existing procedures.
• Determine the form, content, and frequency of activity reports.
• Review activity reports, personnel transactions, and material requisition.
• Review documents to ensure adherence to the appropriate format.
• Present exceptional cases to superiors and secure decisions.
• Study assigned problems such as a source of funds or major procedural problems and make reports and recommendations.
• Outline objectives to be attained.
• Schedule subordinates' work assignments.
• Obtain and make estimates of personnel, material, and time.
• Determine material and time requirements for completion of projects.
• Define responsibilities, and determine the number and type of personnel to be assigned to each activity.
• Follow progress, compare accomplishments with schedules, and make changes to ensure timely completion.
• Compare costs with estimates.
• Evaluate the performance of subordinates.
• Prepare reports.
• Handle disciplinary problems.
• Represent the department in contact with professional organizations, private concerns, and governmental agencies regarding departmental activities.

Minimum Qualifications Qualifications (required):

• High School Diploma and GED
• Bachelor's Degree in Public Administration, Business Administration, or a curriculum closely related to the major activity of the employing department.
• Five (5) years of increasingly responsible work experience supervising and coordinating general business activities (preferably in the employing department) and two (2) years of experience supervising technical and clerical employees.

Equivalency:

• Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Supplemental Information Evaluation Plan:

• Interview: 70%
• Evaluation of Training, Experience & Personal Qualifications: 30%
• 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

Knowledge, Skills, and Abilities:

• Knowledge of work methods, procedures, and financial aspects of business activities such as budgeting, personnel, payroll, purchasing, and recordkeeping for accounting control.
• Knowledge of organizational principles, management techniques, and labor relations practices.
• Knowledge of operating practices and procedures in the department is indicated by the class title.
• Skilled in effectively interacting with departmental personnel and professional contacts.
• Ability to plan operations, secure and supply information, and carry out departmental activities.
• Ability to solve operational, supervisory, and administrative problems.
• Ability to effectively communicate, both verbally and in writing.

Physical Demands:

• The work is considered sedentary in nature, typically performed sitting for long periods of time at a desk with occasional periods of walking and standing.

Work Environment:

• Work is typically performed in a professional office environment.
• The job routinely uses standard office equipment such as computers, telephones, photocopiers, and filing cabinets.

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

The above statements reflect the general nature and level of work performed by employees assigned to this class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Essential duties may vary from position to position.