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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