We are looking for an exceptional customer-service oriented Administrative Assistant II! Reporting to the Director or Superintendent, our Assistant performs a variety of high-level administrative and support functions related to the daily operations of the Department of Public Works and Engineering. This position takes customer service calls, works closely with fellow team members, and assists our residents and community on a daily basis. It's a great opportunity to provide excellent service and thrive in an exciting and dynamic work environment.
Preferred qualifications for this position include the following:
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Proficiency in Microsoft Office, with emphasis on Excel and Word;
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Able to manage multiple databases/spreadsheets with efficiency and accuracy;
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Skill at preparing mass mailings and mail merge functions for regular large-scale mailings;
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Exceptional attention to detail
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Ability to coordinate multiple people and processes, such as helping with utility meter appointments and troubleshoot utility issues or questions as needed
Essential Job Duties. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Our ideal candidate consistently demonstrates excellent customer service and genuine care and consideration for our colleagues, constituents, and the residents whom we serve. The complete job description will be provided by HR by request (517) 853-4210.
1. Receives, screens and directs telephone calls, correspondence and visitors to the department. Responds to inquiries and complaints and provides information. Refers complex issues to appropriate individuals as necessary.
2. Assists in the development and/or the preparation of the departmental budget. May engage in accounting activities such as generating billings, reconciling statements, processing payroll, and other similar activities.
3. Drafts correspondence, reports, memos and other items. Types, enters data, copies, files, and/or delegates secretarial tasks. Schedules appointments and makes arrangements for administrative meetings and conferences.
5. Maintains inventory of supplies and equipment. Places orders and makes purchases according to established procurement procedures and within budgetary guidelines.
6. Establishes and maintains concise and comprehensive filing and records systems. Assembles data and processes various reports, generates monthly and year-end statistical reports, and others as requested.
8. Attends various meetings and records and transcribes minutes as necessary.
10. Performs related work as required.
QUALIFICATIONS
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.
A high school diploma or equivalent supplemented by additional coursework in business management, office management, secretarial science, or a related field plus four or more years working in an office setting.
Considerable knowledge of general office operations and clerical and secretarial procedures and practices and knowledge of municipal government.
Ability to operate general office equipment and machines, such as; computer and current office and Township-related software, calculator, copier, and fax machine, etc.
Ability to convey and understand information effectively, both verbally and in writing.
Ability to critically assess situations, solve problems, and work effectively within deadlines, and changing work priorities.
Ability to establish effective working relationships and use good judgment and demonstrate initiative.
Physical Demands and Work Environment:
While performing the duties of this job, the employee typically works in an office setting. The noise level in the work environment is usually quiet. While performing the duties of this job, the employee is regularly required to communicate with others in person, by phone, and in writing including email. The employee frequently is required to use hands to touch, handle, or feel and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move items of light to moderate weights.
