Office Assistant III (& to establish a list)

City of Detroit•Michigan, MI

1d•Onsite

About The Position

Under general supervision, the Office Assistant III performs moderately complex and semi-specialized clerical support duties and may supervise other clerical employees. The position supports the Detroit Department of Public Works and may involve typing confidential correspondence and reports, maintaining departmental records, handling files and databases, scheduling appointments, processing licenses and permits, accepting payments, and assisting the public. The employee may plan, schedule, and review work performed by subordinate clerical employees and monitor office supply inventory.

Requirements

High school graduation or a GED equivalent, with coursework in typing, keyboarding, word processing, and office management or business-related subjects.
Two years of recent office experience performing moderately complex clerical and office work.
Knowledge of office work, terminology, and equipment.
Knowledge of standard document formats and English usage in business correspondence.
Knowledge of standard office database and spreadsheet software.
Typing and data-entry skills, with speed and accuracy.
Recording and transcribing skills, with speed and accuracy.
Oral and written communication skills.
Skill in using office equipment and personal computers, including common office word-processing, spreadsheet, and database software.
Filing and file-maintenance skills.
Ability to perform arithmetic computations accurately.
Ability to communicate effectively, orally and in writing, with tact and diplomacy.
Ability to organize and prioritize work.
Ability to preserve confidentiality and discern what is confidential.
Ability to draft original, non-routine documents.
Ability to establish and maintain effective working relationships.
Ability to demonstrate initiative and resourcefulness in performing duties.
Ability to remain stationary for extended periods while operating standard office equipment; move about to complete tasks, such as opening file cabinets and moving files; and lift, push, pull, and carry up to 25 pounds.

Nice To Haves

Experience in a City department.
Two years of college coursework, preferably with proficiency in Microsoft Office products.

Responsibilities

Type important and/or confidential correspondence and reports from rough drafts.
Assemble data and information and enter it into defined tabular formats.
Determine the pertinence, adequacy, arrangement, and form of reports or correspondence, applying knowledge of departmental rules, policies, and procedures.
Proofread and check the accuracy of work.
Determine the classification of material for filing and file correspondence, records, and reports.
Maintain records in databases, spreadsheets, and logs in accordance with departmental practices and procedures.
Maintain confidential records and files.
Schedule appointments and maintain calendars.
Issue licenses and permits, determining eligibility by verifying documentation.
Accept payments and issue receipts.
Screen telephone calls and visitors and assist with nontechnical inquiries.
Plan, schedule, and review the work of subordinates.
Supervise a group of clerical employees.
Procure and monitor inventory of office materials and supplies.