Office Management Assistant

Job Title

Under general supervision, organizes and expedites routine office activities in the administrative office of a major division of a large department. This unit is a 24/7 operation, must be open to working all shifts (Morning, Afternoons, Midnights).

Examples of Duties

Reviews correspondence and determines the appropriate method for routing.

Answers and types responses to routine correspondence.

Drafts replies to non-routine correspondence, subject to the review and approval by superiors in non-technical matters.

Serves as the liaison between superiors and subordinate staff, other departmental staff, departments and outside agencies.

Schedules appointments and maintains appointment calendar for superior.

Screens callers and visitors.

Records and transcribes important or confidential material.

Analyzes routine but important issues independently, in order to determine the proper method for resolution and expedites remedies.

Maintains assignment logs for staff, documents action taken, and follows up to ensure timely response.

Provides information to citizens about departmental, division and section policies and procedures.

Maintains time keeping and confidential records and files.

Attends meetings with superiors to record the proceedings, and as required, records verbatim statements.

Assists staff by providing information about procedures, practices and policies in division.

Proofreads all typed material for grammar, spelling, punctuation and typographical errors before submission to superior.

Develops and revises the format of forms to facilitate work flow.

Plans, schedules, reviews and assigns the work of a small group of clerical employees.

Instructs and trains employees on new procedures and/or operations.

Evaluates work performance and administers discipline.

Minimum Qualifications

High school Diploma or GED; preferably some college courses in secretarial science or business administration. Three (3) years of experience in clerical work that has demonstrated the ability to handle important office duties.

Supplemental Information

Evaluation Plan: Computerized Exam: 70%; Evaluation of Training, Experience & Personal Qualifications: 30%; Total of Computerized Exam and Evaluation T.E.P: 100%

Additional points may be awarded for: Veteran Points: 0 – 15 points; Detroit Residency Credit: 15 point

Employment Benefits: The City of Detroit offers a competitive and comprehensive employee benefit package. Benefits include, but are not limited to the following:

HEALTH: Eligible for hospital, surgical, and prescription drug benefits; Dental; Vision

INSURANCE: 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.

PAID TIME OFF: Sick Leave; Vacation; Holidays

OTHER LEAVE BENEFITS: 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.