Office Management Assistant

City of Detroit • Michigan, MI

19d • Onsite

About The Position

Under general supervision, organizes and expedites routine office activities in the administrative office of a major division of a large department. This unit is a 24/7 operation, must be open to working all shifts. (Morning, Afternoons, Midnights)

Requirements

• High school Diploma or GED; preferably some college courses in secretarial science or business administration.
• Three (3) years of experience in clerical work that has demonstrated the ability to handle important office duties.

Responsibilities

• Reviews correspondence and determines the appropriate method for routing.
• Answers and types responses to routine correspondence.
• Drafts replies to non-routine correspondence, subject to the review and approval by superiors in non-technical matters.
• Serves as the liaison between superiors and subordinate staff, other departmental staff, departments and outside agencies.
• Schedules appointments and maintains appointment calendar for superior.
• Screens callers and visitors.
• Records and transcribes important or confidential material.
• Analyzes routine but important issues independently, in order to determine the proper method for resolution and expedites remedies.
• Maintains assignment logs for staff, documents action taken, and follows up to ensure timely response.
• Provides information to citizens about departmental, division and section policies and procedures.
• Maintains time keeping and confidential records and files.
• Attends meetings with superiors to record the proceedings, and as required, records verbatim statements.
• Assists staff by providing information about procedures, practices and policies in division.
• Proofreads all typed material for grammar, spelling, punctuation and typographical errors before submission to superior.
• Develops and revises the format of forms to facilitate work flow.
• Plans, schedules, reviews and assigns the work of a small group of clerical employees.
• Instructs and trains employees on new procedures and/or operations.
• Evaluates work performance and administers discipline.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED