Senior Administrative Assistant

The City of Bay City, Michigan•Bay City, MI

About The Position

The Public Works Division Senior Administrative Assistant is responsible for the general administration of office operations of Public Works. Responsibilities include, but are not limited to, reception, administrative and clerical support; dealing with the public; and supporting the Public Works Director. Work requires the exercise of initiative, independent judgment, and discretion in handling confidential information. An employee in this position may be called upon to do any or all of the following essential functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the class. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Requirements

Knowledge of: Current office practices and procedures.
City policies and procedures
Understanding of City union contracts and agreements and how they are administrated.
Principles and procedures of record keeping and filing.
Methods and techniques for basic report preparation and writing.
English usage, spelling, grammar, and punctuation.
Business letter writing and basic report preparation.
Ability to: Assemble data and prepare accurate records and reports.
Must possess excellent organizational and time management skills with the ability to work with numerous interruptions and work effectively under time constraints to meet deadlines.
Understand and carry out oral and written instructions, as well as establish and maintain effective working relationships with other employees and the public.
Implement and maintain filling systems.
Deal successfully with the public in person, by email or phone responding tactfully, clearly, concisely, and courteously to issues, concerns, and needs
Excellent communication skills; ability to communicate effectively, both orally and in writing.
Organize and perform varied responsibilities with minimal direct day-to-day supervision; interpret and apply policies and procedures within limits of authority.
Establish and maintain effective working relationships with City, County, and State officials, contractors, consultants, and the public.
Work independently on sensitive and confidential assignments.
Review the work of others and offer professional advice.
Associate's degree in business with emphasis on office management, or a minimum of five (5) years equivalent education/experience.
Must possess and maintain a valid State of Michigan Driver's license.

Nice To Haves

Experience in municipal office procedures, computer records management technology, and accounting preferred.
Knowledge of and demonstrated proficiency in data development and management, word processing, spreadsheets, and presentation software (Microsoft Word, Excel, Access, PowerPoint).
Previous working experience with Civic Plus and New World Systems (Accounting and Human Resource functions), preferred.
Demonstrated proficiency in complex filing, and mathematical calculations with speed and accuracy.
Willingness to take on responsibilities and challenges.

Responsibilities

Provides administrative support; prepares correspondence, reports, and other documentation.
Updates and maintains the Department's records and files
Coordinates assigned Public Works programs.
Manages departmental supplies and uniforms.
Answers requests for information; responds to Public Works inquiries and complaints, data management; and public relations activities.
Daily work assignments utilize administrative skills as well as independent judgment based on knowledge of the policies and procedures pertaining to the related divisions and the City as a whole.
Communicates with property owners, residents, customers, and others regarding complaints and the effects of work projects. Must demonstrate the ability to oversee and identify these expressed areas of concern and determine priorities with Public Works related issues and direct to the proper work groups.
Provides coordination and assistance of day-to-day office activities with administrative staff.
Processes confidential and sensitive matters including sensitive personnel transactions.
Interprets departmental policies and rules and regulations in response to inquiries from others.
Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and arranging conference calls.
Prepares and reviews recommendations for internal, City Commission, and external adoption.
Prepares and updates various reports; assists in the preparation and administration of departmental activities such as goals, budgets, gathering information, public relations and cost savings recommendations.
Opens, and routes mail, answers letters and general correspondence.
Maintaining Directors calendar, arranging conferences, meetings, appointments and makes travel arrangements.
Manages the scheduling and coordination of the conference and training rooms located at 1645 Marquette.
Manages DPW social media and website as required.
Performs special projects as required.
Supports the Engineering and GIS Divisions within the Department of Public Works.
Performs related work as assigned.