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Administrative Assistant I

Department: Social Services
Location: Dearborn, MI

Job Title: Administrative Assistant I

Employment Status: Part-Time

Job Summary: Under limited supervision, uses intermediate skills obtained through experience and training to provide administrative support to an assigned functional unit. Incumbent assists the department by performing a variety of support duties such as conference or meeting planning, preparing complex documents or coordinating activities. Collects, compiles, records, or otherwise gathers data and prepares standard and custom reports with information necessary for decision-making. The Administrative Assistant position provides day-to- day administrative/secretarial support for a team or multiple teams, including calendaring, travel arrangements, correspondence, and proposals/presentations.

Essential Duties and Responsibilities:

  • Complete assignments that include creating and proofreading correspondence, forms, tables, and somewhat complex reports.
  • Arranges meetings, schedules appointments, and completes travel arrangements, and may maintain supervisorís calendar.
  • Greets clients, screens visitors/phone calls, and answer general inquiries/refers clients to appropriate source under established guidelines.
  • May open, sort, and distribute department mail.
  • Requisitions office supplies for department.
  • Sorts and files correspondence, articles, reports, and other documents in filing systems.
  • Conducts research, complies information and data to present findings to supervisor or to prepare presentations
  • Provides information and simple analysis to aid in recommending the solution for business problems.
  • Recommends methodology as to best coordination of administrative responsibilities.
  • Operates office equipment such as typewriters, word processors, computer software packages (ie. Microsoft Office), fax machines, and photocopiers to complete assignments. Responsible for coordination of maintenance and repair of office equipment.
  • Collects information for supervisors and prepares simple reports.
  • Handles confidential personnel related duties (PEs) for the supervisors to coordinate with the appropriate departments.
  • May be responsible for monitoring the condition of buildings, equipment, vehicles and grounds and coordination of any needed certifications, repairs or renovations.
  • May handle the intake of money for services received based on assigned functional unit.
  • May coordinate transportation for clients as needed.
  • May lead the work of others and provide day to day direction.
  • Maintain agency confidentiality and clientís privacy.
  • May arrange for translation services (including coordinating charges) or may translate and interpret information for non-English speaking clients as needed.
  • Performs other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities:

Knowledge of:

  • Fundamental concepts, practices and procedures of office administration.

Skill in:

  • Operating standard office equipments and using required software applications, including Microsoft Office. May need Oracle experience based on assigned functional unit.

Ability to:

  • Establish and maintain effective working relationships at all levels of the organization.
  • Provide a high level of customer service.
  • Communicate effectively, both orally and in writing.
  • Work independently as well as collaboratively within a team environment.
  • Organize and prioritize multiple tasks and meet deadlines.

Educational/Previous Experience Requirements:

  • Minimum Degree Required:
    • High School Diploma†††††††††

~and~

  • At least one year of experience in an Administrative Assistant capacity or any equivalent combination of experience, education, and/or training approved by Human Resources.

Licenses/Certifications:

  • Licenses/Certifications Required at Date of Hire:
    • None

Working Conditions:

Hours:†† Normal business hours. Some additional hours may be required.

Travel Required: local travel may be required

Working Environment:††††† Climate controlled office environment during normal business hours

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