Office Assistant (Part-time)

Office Assistant (Part-time)

This part-time Office Assistant position is located at Macomb Community Action's South Action Center in Warren. The role is scheduled for up to 29 hours per week, with a strong preference for either four longer days or five shorter days worked during regular business hours of Monday through Friday, 9:00 a.m. to 4:00 p.m. Key responsibilities include answering a high volume of incoming phone calls, managing front desk duties for walk-in clientele, creating applications for assistance, and gathering required documents. This position supports the daily operations of the Action Center and requires strong customer service skills, attention to detail, and the ability to manage multiple tasks in a busy environment. Performs routine to moderately difficult clerical duties according to established policies and procedures.

Essential duties and responsibilities include:

• Performs clerical duties according to established policies and procedures.
• Records or posts information in journals, files and/or other departmental records.
• Verifies the accuracy of information and prepares forms, records, requests for funds and other documents.
• Types and/or prepares vouchers, forms, memos, letters, records and other correspondence according to established policies and procedures.
• Performs calculations and compiles information for and prepares various documents and reports.
• Opens, sorts, tallies and records payments and other documents received.
• Enters information on records and forms.
• Compiles and maintains departmental files.
• Distributes notices, forms and other documents.
• Makes duplicate copies of reports and/or information and routes to proper persons, departments and/or files.
• Receives incoming telephone calls and e-mails; provides assistance by answering questions and inquiries appropriate to skill level; relays messages to appropriate individuals or departments.
• Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines.
• Performs related duties as assigned.
• Operates an automobile to perform assigned job functions.

Qualifications:

• High School diploma or GED equivalent
• Possession of a valid Michigan driver's license and operable, insured automobile for authorized travel
• Previous clerical work experience

Competencies for successful performance of job duties include knowledge of modern office procedures and methods, various and specialty designated data processing/computer systems and applications for office administration across many departments in the County. Skills in interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public, providing customer service to internal and external customers via phone, email and in person, performing a variety of duties, often changing from one task to another of a different nature, performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios, organization and time management, operating personal computers with current versions of office efficiency software and applications, performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting.

Ability to work in an environment which embraces the county's Dignity Campaign, effectively speak, write and understand the English language, effectively speak, write and understand a language other than English is preferred, understand and carry out oral and written directions, accurately organize and maintain paper documents and electronic files, maintain the confidentiality of information and professional boundaries, provide excellent customer service to both internal and external customers with tact and courtesy, meet schedules and deadlines of the work, perform low to moderate level clerical/administrative related duties with a high degree of accuracy, learn new policies, practices and procedures, read and understand laws, rulings and other published guidance.

Work environment and conditions include office or similar indoor environment frequently/continuously, outdoor environment never/seldom, street environment near moving traffic never/seldom, construction site never/seldom, confined space never/seldom. Exposures include individuals who are hostile or irate occasionally, individuals with known violent backgrounds never/seldom, extreme cold below 32 degrees never/seldom, extreme heat above 100 degrees never/seldom, communicable diseases never/seldom, moving mechanical parts never/seldom, fumes or airborne particles never/seldom, toxic or caustic chemicals, substances, or waste never/seldom, loud noises 85+ decibels never/seldom, blood borne pathogens never/seldom.

Physical demands include balancing on even or uneven surfaces/ground never/seldom, bending forward or backward bending at the waist never/seldom, climbing up or down stairs, ladders, scaffolding and platforms never/seldom, crawling moving about on hands and knees inspecting in confined spaces never/seldom, digging never/seldom, driving on sealed and unsealed roads occasionally, grasping, gripping, holding, clasping with fingers or hands occasionally, kneeling to work at low levels occasionally, manual dexterity fine finger movements i.e., keyboard operating, writing frequently/continuously, lift/carry/move objects from one level/position to another up to 10 pounds occasionally, up to 50 pounds occasionally, more than 50 pounds never/seldom, over 100 pounds never/seldom, push/pull objects away from or towards the body never/seldom, reaching overhead arms raised above the shoulder or forward reaching arms extended never/seldom, sitting in a seated position during the task performance frequently/continuously, standing in an upright position without movement occasionally, walking considerable distances in the facility on multiple surfaces occasionally, running considerable distances in the facility on multiple surfaces never/seldom.

General requirements and disclaimers include compliance with P.A. 390, as amended, known as the State's Emergency Management Act and the County's Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes. The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description. Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. The UAW Local 889 bargaining unit represents this position. Therefore, there may be contract language which could require consideration in the selection process. Grant or externally funded position this position will continue only if sufficient grant or external funds are provided.