Administrative Assistant 1 (Detroit Fire Department)
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Administrative Assistant 1 (Detroit Fire Department)
Salary
$39,851.00 - $47,578.00 Annually
Location
DPSH, MI
Job Type
Certified-Regular Civil Service
Job Number
202518601101DFDssl
Department
Fire Department
Opening Date
08/29/2025
Bargaining Unit
9000-Non Union Salary Regular Service General
Description
Benefits
Questions
Description
DETROIT FIRE DEPARTMENT
ADMINISTRATIVE ASSISTANT I
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 materials
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 a 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 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.
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
Interview: 70%
Computerized Assessment: 30%
Evaluation of Training, Experience & Personal Qualifications: Pass/Fail
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: 08/25/2025
Knowledge, Skills and Abilities
At the entry Level, knowledge requirements might include basic paraprofessional 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 include customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction;
Grammar, spelling, punctuation, and required formats are sufficient to recognize and correct such errors in correspondence and reports
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 emergencies 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
Physical Demands:
The employee generally remains in a stationary position for an extended period of time operating standard office equipment, which may include computers, telephones, photocopiers, and fax machines.
The employee is expected to move about to accomplish tasks such as opening file cabinets and moving files.
Must be able to lift, push, pull, and carry up to 25 pounds.
Work Environment:
Work is performed primarily in an office environment.
Some work requires travel to meetings, conferences, and other work sites with exposure to seasonal weather condition
Candidates considered for placement in this classification may be subject to a Criminal Background Investigation based on the requirements of the position.
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.
The City of Detroit is an Equal Opportunity Employer. No applicant for employment shall be discriminated against on the basis of race, color, national origin, sex, religion, age, disability, or other criteria prohibited by City, State, or Federal law.
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
Please indicate your highest level of education completed
High School Diploma/GED
Associate's Degree
Bachelor's Degree
Master's Degree
PhD/J.D.
No Education experience
02
How many years of work experience, do you posses as an Administrative Assistant.
No Experience
Less than 1 year of work experience
2 to 5 years of work experience
6 to 9 years of work experience
More than 10 years of work experience
03
Explain in detail, your work experience using Microsoft Office Suites (e.g., Word, Excel, PowerPoint), Smartsheets, and any other software programs you have used. In your response, include your level of proficiency with each program, how often you use each one, and the @types of tasks or functions you typically perform in each. Be as specific and detailed as possible.
04
Please explain in detail your work experience as an administrative support professional, specifically where you were required to use personal computers to prepare correspondence, reports, and charts, as well as to enter and retrieve information.
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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