Office Assistant IV

City Of Dearborn Dearborn , MI 48120

Posted 5 months ago

DISTINGUISHING FEATURES OF WORK

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

DUTIES AND RESPONSIBILITIES

These duties are a representative sample; position assignments may vary.

  • 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 correspondence including but not limited to: preparing department reports; preparing legal documents; preparing internal and external memos; maintaining databases and systems; and/or related documents.

  • Performs general and complex administrative tasks, including but not limited to: preparing meeting agendas; 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; and tracking and/or maintaining department materials.

  • Creates schedules for an assigned area, including: maintaining calendars; creating meeting schedules; and performing related tasks. Provides project coordination and tracking for large, complex initiatives; and related support for an assigned area as needed.

  • 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.

KNOWLEDGE, SKILLS AND PHYSICAL REQUIREMENTS

KNOWLEDGE:

  • Customer service principles;
  • Administrative support principles;
  • Supervisory principles;
  • Applicable federal, state, and local laws, rules, and regulations;
  • Methods of preparing documents;
  • Office procedures;
  • Computers and related office equipment;
  • Recordkeeping principles;
  • Basic budget, financial, and reporting principles.

SKILLS:

  • Providing customer service;
  • Resolving complaints;
  • Supervising staff;
  • Preparing correspondence;
  • 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

Associate's degree and 2 year of related experience; or, High School Diploma or equivalent (G.E.D.) and 5 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.

LICENSING REQUIREMENTS:

  • Valid State of Michigan Driver's License
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Office Assistant IV

City Of Dearborn