Office Support Specialist 2 (Field Engineering)

City of Detroit•Michigan, MI

1d•Onsite

About The Position

This position acts as an assistant to the head of a DWSD unit. The Office Support Specialist 2 plans, organizes, manages, and performs a variety of business operations, general and specialized administrative activities. This includes answering multiline phones, maintaining calendars, making travel arrangements, handling information requests, preparing correspondences and reports, data entry, recordkeeping, and conducting investigations, analyses, and evaluations for the 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
Prioritization
Information systems and job-related expertise
Type, enter data and file efficiently and correctly.
Manage office inventories and supplies
Operate office equipment
Interact well with departmental staff, customers and vendors
Analyze information and compile data
Use advanced technology
Understand and follow verbal and written instructions
Communicate effectively, both verbally and in writing
Proficient in Office Suite software such as Word and Excel
Handle frequent calls with customers
Establish and maintain effective working relationships with others
Effectively utilize appropriate security and safety equipment and procedures
Maintain regular and reliable attendance
Possess a valid Michigan Driver’s License and the ability to drive a motor vehicle on all terrain.
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

Nice To Haves

Work may be performed in confined spaces, hazardous areas that require respiratory protection and personal protective equipment (PPE), and under slippery and wet conditions.

Responsibilities

Perform clerical work.
Maintain records.
Complete recordkeeping, typing, transcription and similar work.
Reconcile petty cash.
Design and utilize filing systems.
Handle customer calls efficiently and tactfully.
Classify items for entry into bookkeeping records.
Check arithmetic computations and balance figures.
Operate standard office equipment such as personal computers, printers, copiers, scanners, fax, etc.
Maintain calendars for departmental staff.
Schedule tours, trainings and meetings.
Perform routine correspondence in response to inquiries and complaints and handle routine contacts with other divisions or sections of the organization.
Follow security and safety policies and procedures in carrying out work duties.
Provide on the job training.
Provide information to the public regarding departmental policies and procedures.
Make travel arrangements.
Arrange for calibration of equipment.
Maintain materials and supplies for the office and staff.
Perform non-technical research.
Direct specific project activities or to work as a team member.
Perform related work duties as assigned.
Communicate frequently with team members and other units across the Department about process, equipment or potential problems.
Direct team activities or to work as a team member.
Make arithmetic computations with speed and accuracy.
Assist departmental staff in the completion of complex tasks.
Identify system errors and make corrections.
Prepare and audit complex documents.
Lead meetings and advise on processes.
Develop proficiency in unit specific operations and software.
Work effectively in a team-based, flexible workforce with minimal supervision.
Initiate new office procedures.
Initiate actions for the settlement of problems falling outside of routine procedures.
Perform more complex clerical and office work such as billing activities, the recording of cost data in the preparation of work schedules for field employees, the coordinating of activity records for the preparation of periodic or special reports.
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.
Assist in the preparation of the division's budget.
Determine content of correspondence or reports.
Complete specialized assignments requiring extensive knowledge of the departmental mission, processes, policies, and procedures.
Assist with conducting technical research and investigations, compiling data, and preparing comprehensive statistical and narrative reports.
Communicate with employees, customers and other individuals to answer questions, disseminate or explain information and address complaints.
Independently analyze issues in order to determine the proper method for resolution.
Make travels arrangements and maintain calendars.
Maintain filing, inventory, mailing, and database systems.
Attend and take notes at meetings.