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Administrative Assistant II

Administrative Assistant II


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.

Requirements

  • Supports department managers, department directors or related management staff
  •  Prepares standard and custom reports of a financial, personnel, payroll, or department-specificnature
  •  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

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 one (1) year of administrative support experience where 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 II – at least two (2) years of experience

Evaluation Plan

  • Interview: 70%
  • CBT; 30%
  • 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 point

LRD: 02/16/2024

Date Posted
07/03/2025
Job Reference
016202543601102HEAL10783JT2
Organization
Dept of Health & Wellness, Health Grants
Location
Detroit, MI
Category
Administrative
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