Office Support Specialist 2 (CDBG-Private Sewer Repair Project)

City of Detroit•Michigan, MI

6d•Hybrid

About The Position

This is not a Civil Service Position. DWSD employees are subject to provisions of Court Orders entered in United States District Court, Eastern District of Michigan, Southern Division, Case No. 77-71100 with regard to certain terms and conditions of employment. DWSD does not honor reversion rights for internal candidates. Applicants for open positions at the Detroit Water and Sewerage Department must be authorized to work for ANY employer in the U.S. The Detroit Water and Sewerage Department is unable to sponsor or take over sponsorship of an employment Visa at this time. The Office Support Specialist 2 acts as an assistant to the head of a DWSD unit. This position plans, organizes, manages and performs a variety of business operations, general and specialized administrative activities including, but not limited to answering multiline phones, maintaining calendars, making travel arrangements, handling information requests, preparing correspondences and reports, data entry, recordkeeping, conducting investigations, analyzing data, reviewing invoices and related construction documents, and evaluations for assigned unit.

Requirements

Routine clerical operations
Office dynamics and organizational structure
Data management systems
Complex clerical operations
Basic business and statistical concepts
Job-specific tasks, processes and assignments
General understanding of grants
Microsoft Excel
Billing and invoicing processing
Type, enter data and file efficiently
Articulate professionally with customers in person, by phone and e-mail
Operate office equipment
Interact well with departmental staff and vendors
Analyze information and compile data
Use advanced technology
Interact with customers in person, by phone and email
Understand and follow verbal and written instructions
Create formulas, tables, and dashboards in Microsoft Excel
Communicate effectively, both verbally and in writing
Maintain regular and reliable attendance
Assist departmental staff in the completion of complex tasks
Identify system errors and make corrections
Prepare and audit complex documents
Develop proficiency in unit specific operations and software
Work effectively in a team-based, flexible workforce with minimal supervision
Perform more complex clerical and office work such as billing activities and invoicing activities
Provide information on a variety of subjects requiring considerable knowledge of the subject matter or of the department where considerable familiarity with work processes is required
Complete specialized assignments requiring extensive knowledge of the departmental mission, processes, policies, and procedures
Communicate with employees, customers and other individuals to answer questions, disseminate or explain information and address complaints
Independently analyzes issues in order to determine the proper method for resolution
Attend and take notes at meetings
High School Diploma or GED
Minimum of three (3) years of office or administrative support experience preferably in a municipal or public utility work environment
Possess a valid Michigan Driver’s License and the ability to drive a motor vehicle on all terrain.
Valid Michigan Driver’s License
Ability to work irregular hours, to commute to DWSD facilities and work sites, and respond to after hour emergencies and on-call responses
Employees in this class are required to undergo alcohol and drug screening and are subject to a criminal background investigation.

Nice To Haves

Ability to drive a motor vehicle on all terrain.

Responsibilities

Perform clerical work.
Maintain records.
Complete recordkeeping, typing, transcription and similar work
Check arithmetic computations and balance figures.
Operate standard office equipment such as personal computers, printers, copiers, scanners, fax, etc.
Perform routine correspondence in response to inquiries and complaints and handle routine contacts with other divisions or sections of the organization.
Provide information to the public regarding grant policies and procedures.
Schedule construction appointments with residents of Detroit.
Maintain daily communication with inspectors and contractors.
Attend community meetings.
Navigate, create, maintain and manage reports in Smartsheet, PowerPoint and Excel.
Handle municipal billing and review contractor invoicing and supporting documentation.
Maintain materials and supplies for the office.
Perform non-technical research.
Direct specific project activities or to work as a team member.
Perform related work duties as assigned.
Follow security and safety policies and procedures in carrying out work duties.
Provide on the job training.