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Administrative Assistant 3 Retirement Systems - (CURRENT CITY OF DETROIT EMPLOYEES ONLY)

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Administrative Assistant 3 Retirement Systems - (CURRENT CITY OF DETROIT EMPLOYEES ONLY)

Salary

$46,396.00 - $57,234.00 Annually

Location

Michigan, MI

Job Type

Certified-Regular Civil Service

Job Number

2024313601153NONRSmm

Department

Non Departmental

Division

Pension & Employee Benefi

Opening Date

04/21/2025

Closing Date

5/2/2025 11:59 PM Eastern

Bargaining Unit

9001-Non Union Hourly Regular Service General

+ Description

+ Benefits

+ Questions

Description

RESUME REQUIRED FOR CONSIDERATION!!!

ADMINISTRATIVE ASSISTANT III - RETIREMENT SYSTEM

THIS RECRUITMENT IS OPEN TO

CURRENT CITY OF DETROIT EMPLOYEES ONLY

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED

The Administrative Assistant class is a non-supervisory role that organizes and expedites office management activities in each major division of the City of Detroit. Administrative Assistants in this class are classified as Administrative Assistants, levels I-IV, with varying degrees of responsibility.

Administrative Assistants in this class lead and perform general office assistant work. The work requires. knowledge of the procedures, techniques and practices involved in carrying out the work of an organization within established guidelines, and the skill to use various office equipment including fax machines, photocopiers, scanners, videoconferencing, telephone systems, and the ability to create and edit documents.

Examples of Duties

+ Supports department managers, department directors or related management staff

+ Prepares standard and custom reports of a financial, personnel, payroll, or department-specific nature

+ Greets visitors or callers and handles their inquiries or direct them to the appropriate persons according to their needs

+ Sorts, opens, and distributes incoming mail to staff

+ Makes copies of correspondence or other printed material

+ Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals

+ Requisitions office supplies, repairs on office equipment, and printing services

+ Coordinates conferences, meetings, or special events, and arranges travel reservations for office personnel

+ Maintains scheduling and event calendars

+ Locates and assembles documents for briefings and conferences

+ Assists staff by providing information about procedures, practices and policies in division

+ Prepares minutes of meetings from notes and/or recordings

+ Serves as liaison between management and staff by transmitting information, explaining appropriate work instructions, and following up on assignments

+ Sets up, manages, and develops systems for paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records, correspondence or other material

+ Checks and/or compares documents, forms, applications, or other materials for accuracy, completeness, grammar, and format

+ Creates, maintains, and enters information into databases

+ Writes simple or repetitive, non-technical correspondence such as letters of acknowledgement in accordance with a given format

+ Operates electronic mail systems and coordinates the flow of information, internally or with other organizations

+ Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions

+ Uses computers for various applications, such as database management or word processing Independently notes and follows up on commitments made at meetings and conferences by staff members

+ Develops material for supervisor's use in public speaking engagements

+ Maintains information needed for budget purposes

+ Performs special projects and other duties as assigned

Minimum Qualifications

Education

+ For all Administrative Assistants, it is a requirement to have completed High School graduation or General Educational Development (GED) certificate.

Experience

+ In addition to the minimum education requirements, the following experience requirements also apply:

+ For entry into the Administrative Assistant position, at least four (4) years of administrative support experience where the use of personal computers to prepare correspondence, reports, and charts to enter and retrieve information is required. Administrative Assistants must demonstrate proficiency with integrated word processing and spreadsheet functions. This proficiency may be measured by taking a written test.

For selection, appointment to an Administrative Assistant level II or higher, in addition to the minimum education requirements, more progressive levels of experience are required based on the following:

+ Administrative Assistant III – at least Three (3) years of experience

Equivalency

Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Supplemental Information

Evaluation Plan

+ Computer Based Test: 30%

+ Interview: 70%

+ Evaluation of Training, Experience & Personal Qualifications: P/F

Total of Interview and Evaluation T.E.P: 100%

Additional points may be awarded for:

+ Veteran Points: 0 – 15 points

+ Detroit Residency Credit: 15 points

LRD:08/01/2024

Knowledge of:

+ Basic or commonly used rules, procedures, or operations, which typically require some previous experience or training

+ Administrative and clerical procedures and systems such as word processing, managing files and

+ records, designing forms, and other office procedures and terminology, for example, to file material and obtain requested data from files

+ Principles and processes for providing customer and personal services, which includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

+ Grammar, spelling, punctuation, and required formats sufficient to recognize and correct such errors in correspondence and reports

+ Extensive body of rules, procedures, or operations applied to clerical assignments and knowledge of the organization and functions of the office in order to perform all of the procedural work of the office. This includes knowledge to carry out and coordinate, in a timely and effective manner, many different procedures, each of which might involve numerous steps.

+ Advise clerks or secretaries in subordinate organizations of the appropriate procedures to use

+ Duties, priorities, commitments, policies, and program goals of the staff sufficient to perform non-routine assignments

+ Coordinating the work of the office with the work of other offices

+ Administrative concepts, principles, and practices sufficient to perform independently such duties as eliminating conflict and duplication in extensive office procedures

Skill in:

+ Use of personal computers, telephone systems, fax machines and other standard office equipment

+ Use of Microsoft Office (e.g. Word, Excel, Access, PowerPoint) and other office suite software packages

+ Use of Excel (e.g. Formulas, Pivot Tables, Vlookup, Hlookup, other functions, charts, tables) and other financial management software packages functionality

+ Adapting policies or procedures to emergency situations and establishing practices or procedures to meet new situations

+ Recognizing how and when certain policies, procedures, or guidelines will be confusing to others

+ Communicating effectively, both orally and in writing

+ Understanding written sentences and paragraphs in work related documents

+ Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times

+ Talking to others to convey information effectively

+ Managing one's own time and the time of others

Ability to:

+ Effectively speak, write, read, and understand the English language

+ Follow written and oral directions

+ Read and comprehend relevant documents

+ Process and integrate simple data

+ Hear at a conversational level

+ Establish and maintain effective working relationships with both external and internal contacts

PROBATIONARY PERIOD

+ Individuals appointed to a position in this class will be required to serve a probationary period of six months with the possibility of a six-month extension for a total of twelve months.

+ If promoted to a position in this class, an individual will be required to serve a probationary period of six months.

+ The performance will be carefully evaluated during the probationary period.

+ Continued employment in this class will be contingent upon the successful completion of the probationary period and meeting all of the performance expectation requirements.

THIS RECRUITMENT IS OPEN TO

CURRENT CITY OF DETROIT EMPLOYEES ONLY

RESUME REQUIRED FOR CONSIDERATION!!!

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED

Notes:

+ A review of the applicant's attendance records and work performance will be considered in the promotional process.

+ Person applying must meet the position qualifications, including licensing and certifications.

+ Completion of an evaluation process is required.

+ If you have previously applied for this position, you must re-apply to be considered for this vacancy.

The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position to position.

EMPLOYMENT BENEFITS

The City of Detroit offers a competitive and comprehensive employee benefit package. We pride ourselves on the longevity of our employees. Part of the reason for the low turnover rate is the exceptional benefit package listed below. Benefits include, but are not limited to the following:

HEALTH

+ Medical - Eligible for hospital, surgical, and prescription drug benefits.

+ Dental

+ Vision

INSURANCE

+ Life Insurance - Optional group insurance available to employee and their family. The City pays 60% of premium for first $12,500 of employee life insurance. Employee may purchase, at own expense, life insurance for spouse and each dependent.

+ Long-Term Disability Insurance (Income Protection Plan) - The City offers disability insurance through payroll deductions for persons who become disabled and who are not yet eligible for a service retirement.

PAID TIME OFF

+ Sick Leave

+ Vacation

+ Holidays

OTHER LEAVE BENEFITS

The City also has the following paid and unpaid leaves; funeral leave, Family and Medical Leave, jury duty, military duty leave, unpaid personal leave,

RETIREMENT BENEFITS

City Employees Retirement System

As a regular City employee you automatically become a member of the General Retirement System. This entitles you to a retirement allowance after:

• Completion of thirty (30) years of service;

- At age sixty (60) if you have at least ten (10) years of service, or

- At age sixty-five (65) with eight (8) years of service.

• In the event of disability, other eligibility rules apply);

- An early, actuarially reduced, retirement is offered after you have attained at least twenty-five (25) years of service;

• Employees are vested after ten (10) years of service, regardless of age.

ADVANCEMENT OPPORTUNITIES - Employees have many opportunities for growth and career advancement throughout all City departments and divisions.

Have a successful career with the City of Detroit. Always remember that you are a part of a team with a common Vision of delivering excellent service to the citizens of the City of Detroit.

01

Are you a current City of Detroit employee?

+ Yes

+ No

02

Do you possess at least THREE (3) years of progressive administrative support experience where use of personal computers to prepare correspondence, reports and charts to enter and retrieve information is required?

+ Yes

+ No

03

Please indicate your highest level of education completed

+ High School Diploma/GED

+ Associate's Degree

+ Bachelor's Degree

+ Master's Degree

+ PhD/J.D.

+ n/a

04

Please indicate the length of time you have work experience as an Administrative Assistant. Please note: all work history must be listed on application.

+ No Experience

+ 0 Months - up to 6 Months

+ 6 Months - up to 12 Months

+ 1 Year - up to 2 Years

+ More than 2 Years - 3 Years

+ More than 3 Years

05

Select your skill level using Microsoft Word in a professional work environment?

+ None

+ Entry level

+ Working level

+ Expert level

06

Do you have experience working at a call center? if so please describe.

Required Question

Employer

City of Detroit

Address

Coleman A. Young Municipal Center 2 Woodward Ave ste 316 Detroit, Michigan, 48226

Website

http://www.detroitmi.gov/Detroit-Opportunities/Find-A-Job

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