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NEOGOV · 4 months ago

Administrative Assistant 1 (Detroit Fire Department)

DPSH, MI

Full-time

Onsite

Entry Level

$40K/yr - $48K/yr

1+ years exp

NEOGOV is associated with the City of Detroit, specifically the Detroit Fire Department, and they are seeking an Administrative Assistant I. This role involves supporting department managers, preparing reports, handling inquiries, and managing office tasks to ensure efficient operations within the department.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

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

Qualification

Microsoft OfficeOffice equipment operationAdministrative proceduresDatabase managementCustomer serviceDocument editingEffective communicationTime management

Required

Completed High School graduation or a General Educational Development (GED) certificate

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

Demonstrate proficiency with integrated word processing and spreadsheet functions

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

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

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

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

Benefits

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

Dental

Vision

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.

Sick Leave

Vacation

Holidays

Funeral leave

Family and Medical Leave

Jury duty

Military duty leave

Unpaid personal leave

City Employees Retirement System