Administrative Assistant-PT

City of Portage•Portage, MI

14h•Onsite

About The Position

The City of Portage is looking for an organized, detail oriented Administrative Professional to join our Police Division! This position provides back-up support to the Chief’s Administrative Assistant and other full-time administrative staff within the Public Safety Division.

Requirements

High school diploma or GED and one to three years of related experience and/or training or equivalent combination of education and experience.
Must have excellent organizational and time-management skills.
Must be able to pass an extensive background check and drug/alcohol screen.

Nice To Haves

Associate’s degree in an appropriate field is preferred.

Responsibilities

Maintain a high level of confidentiality of all material assigned.
Answer, screen and direct telephone calls to include taking messages, providing requested information, and responding to citizen concerns and complaints.
Greet visitors and receive callers, including emergency calls, and answer specific questions or direct to appropriate area or person.
Read and route incoming mail; prepare outgoing mail and correspondence, including email and faxes; deliver and gather mail from City Hall as requested.
Responds to requests for information regarding Public Safety services from department heads, employees and citizens.
Compose and type routine correspondence into final copy quality document using current technologies. Transcribe notes or recordings as required.
Collect data and prepare departmental reports assigned.
Prepare agendas for various staff meetings, attend staff meetings and publish staff meeting notes as required.
Assist with data collection and preparation of the departmental annual report.
Assist in the processing of payroll hours, balance the batch numbers and prepare the related reports as needed.
Assist the administration in the use of the CivicClerk System used city wide for processing city council agenda items.
Maintain records of all personnel complaints, internal affairs, policy reviews, lawsuits, and other relevant data.
Assist with the collection, organization and maintenance of documents and data associated with both police and fire division accreditations.
Assist in the compilation of reports, data entry, and participate in the annual process for the departmental budget.
Process the field purchase order requisitions.
Maintain records on office activities, including petty funds.
Organize and maintain a complex file system and file correspondence, records and reports.
Assist the records department in the processing of FOIA requests and other work as assigned.