Office Assistant III

DISTINGUISHING FEATURES OF WORK

Current opening is in the Housing department and would serve as the Ross Grant Service Coordinator. The ROSS SC will be responsible for the administration of the ROSS Grant. This position has been funded by for three years, with a possible three-year extension.

This position is responsible for performing routine and non-routine clerical and administrative support to an assigned department. Responsibilities may include supervising part-time staff and/or serving as work lead to full-time staff and providing customer service. May handle confidential information.

DUTIES AND RESPONSIBILITIES

• May supervise part-time staff or serve as work lead to full-time staff to include: prioritizing and assigning work; reviewing and approving staff time cards; coordinating staff training; and supporting personnel procedures.

• Prepares and provides documents related to an assigned area, including but not limited to: preparing financial transactions, contracts, and work orders; generating reports; and/or preparing related documents.

• Performs general office tasks, including but not limited to: scheduling meetings; creating minutes; conducting research and gathering information; answering phones; filing; reviewing information for accuracy and completeness; making travel arrangements; updating documents; handling mail; performing data entry; compiling information and agendas; and tracking and/or maintaining department materials.

• Creates schedules for an assigned area, including: maintaining calendars; creating meeting schedules; and performing related tasks.

• Posts invoices and budget information; reconciles cash receipts; reviews and/or reconciles financial and related documents to ensure accuracy and completeness.

• Reviews and verifies program related information; tracks and identifies information based on defined procedures; may be responsible for drafting policies and procedures.

• Provides customer service, including but not limited to: responding to various internal or external customer issues and non-routine inquiries; describing programs to customers or vendors and resolving customer complaints; providing required documents to customers; and/or directing customer questions to appropriate staff. May work with external agencies.

• Demonstrates regular and predictable attendance, including attendance at required meetings.

This job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

KNOWLEDGE, SKILLS AND PHYSICAL REQUIREMENTS

KNOWLEDGE:

• Customer service principles;

• Supervisory principles;

• Methods of preparing documents;

• Office procedures;

• Computers and related office equipment;

• Recordkeeping principles;

• Basic budget, financial, and reporting principles.

SKILLS:

• Providing customer service;

• Supervising staff;

• Reviewing documents for accuracy and completeness;

• Using computers and related office equipment;

• Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey information and to receive work direction.

PHYSICAL REQUIREMENTS:

Positions in this class typically require: reaching, grasping, feeling, talking, hearing, seeing, and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Walking and standing are required only occasionally.

EXPERIENCE AND TRAINING/LICENSING REQUIREMENTS

EXPERIENCE AND TRAINING:

Associate's degree and 1 year of related experience; or, High School Diploma or equivalent (G.E.D.) and 3 years of related experience; or, all required certification(s); or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

POST OFFER REQUIREMENTS: Satisfactory completion of criminal history, background check and a drug screen that tests for illegal drugs as defined by the Federal Drug Free Workplace Act but not those legalized under Michigan law.