Office Management Assistant Exempt

City of Detroit•Michigan, MI

3d•Hybrid

About The Position

Under general supervision, this position organizes and expedites routine office activities in the administrative office of a major division of a large department. The role involves reviewing correspondence, drafting replies, serving as a liaison, scheduling appointments, screening callers and visitors, recording and transcribing material, analyzing issues for resolution, maintaining assignment logs, providing information to citizens, maintaining records, attending meetings to record proceedings, assisting staff with procedures, proofreading typed material, developing and revising form formats, planning, scheduling, reviewing and assigning the work of a small group of clerical employees, instructing and training employees, and evaluating work performance and administering discipline.

Requirements

High school graduation or GED.
Three (3) years’ of experience in secretarial work that has demonstrated the ability to handle important office duties.
Knowledge of departmental organization and work functions, practices, procedures, rules and regulations.
Knowledge of common English usage, grammar, spelling and punctuation.
Skill in typing with speed and accuracy.
Skill in exercising tact and discretion.
Skill in use of common office equipment, personal computers and software.
Skill in oral and written communication.
Skill in tactful interaction with departmental personnel and others.
Ability to draft non-routine original documents.
Ability to handle routine and some non-routine administrative detail.
Ability to supervise the work of others.

Nice To Haves

ARPA & ADMINISTRATIVE SPECIAL SERVICE STAFF EMPLOYEES (current active City of Detroit employees)

Responsibilities

Review correspondence and determine the appropriate method for routing.
Answer and type responses to routine correspondence.
Draft replies to non-routine correspondence, subject to review and approval by superiors in non-technical matters.
Serve as the liaison between superiors and subordinate staff, other departmental staff, departments and outside agencies.
Schedule appointments and maintain appointment calendar for superior.
Screen callers and visitors.
Record and transcribe important or confidential material.
Analyze routine but important issues independently, in order to determine the proper method for resolution and expedites remedies.
Maintain assignment logs for staff, documents action taken, and follows up to ensure timely response.
Provide information to citizens about departmental, division and section policies and procedures.
Maintain time keeping and confidential records and files.
Attend meetings with superiors to record the proceedings, and as required, record verbatim statements.
Assist staff by providing information about procedures, practices and policies in division.
Proofread all typed material for grammar, spelling, punctuation and typographical errors before submission to superior.
Develop and revise the format of forms to facilitate work flow.
Plan, schedule, review and assign the work of a small group of clerical employees.
Instruct and train employees on new procedures and/or operations.
Evaluate work performance and administer discipline.