Administrative Assistant III - Project Clean Slate Print (https://www.governmentjobs.com/careers/detroit/jobs/newprint/4778665) Apply  Administrative Assistant III - Project Clean Slate Salary $42,648.00 - $52,615.00 Annually Location Michigan, MI Job Type Certified-Regular Civil Service Job Number 2024343601103NONPCSmm Department Non Departmental Division Project Clean Slate Opening Date 01/06/2025 Bargaining Unit 9000-Non Union Salary Regular Service General + Description + Benefits + Questions Description Location: Butzel Family Recreation Center - 7737 Kercheval 48214 Non Dept - Project Clean Slate Administrative Assistant III City of Detroit – Work with the Project Clean Slate Team Be part of the City you love! From the rich history that is full of firsts and great innovation, to the unique culture, to the extraordinary experiences – there are countless reasons to love Detroit. The city of Detroit employs over 8,000 employees committed to serving the residents and businesses of Detroit. Our employees make a real difference with the work they do every day and have a hand in shaping the future of the city. Join us at the City of Detroit to discover the excitement and rewards of working for a vibrant city and enjoy the satisfaction of doing work that helps make Detroit a great place to live, work, and play. The rebuilding & rebirth of Detroit is happening now! We are in search of a professional with experience in administrative office or legal experience. Project Clean Slate helps residents seek expungement of their criminal records to gain access to better employment, housing, and educational opportunities. This role is responsible for supporting the team at Project Clean Slate. The work ranges from managing a high-volume telephone line, scheduling client appointments, filing paperwork, processing mail, communicating with potential clients, and other general office support. 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 + Attorney support, including communication with clients and court staff + Legal assistant support + Processing incoming/outgoing mail + 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 directs them to the appropriate persons according to their need + 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 of 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 the 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 acknowledgment by 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 + Develop material for the 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. 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 III – at least three (3) years of experience Preferred Qualifications/Certifications: + 2-4 years of experience as an administrative assistant, receptionist, court clerk, or legal assistant. Technical Skills: + Familiarity with court processes and efiling + Knowledge of Smartsheet and/or HighQ Supplemental Information Knowledge & Attributes: + Customer Advocacy - understanding customer needs is key to process improvement. + Communication - effective verbal and written communication skills at all levels of the organization; essential for the many roles you may fill. + Passion - must be self-motivated, have initiative, and have a positive personality. + Change Leadership - demonstrated performance as a change agent in the past; ability to deal well with changes and setbacks. + Program Specialties - specific experience in law related fields is required. Knowledge + 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 Skills + 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 + 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 Evaluation Plan + CBT/Computerized Assessment 30% + Interview: 70% + Evaluation of Training, Experience & Personal Qualifications: P/F + Total of CBT, Interview and Evaluation T.E.P: 100% Additional points may be awarded for: + Veteran Points: 0 – 15 points + Detroit Residency Credit: 15 points ALL APPLICANTS MUST SUBMIT RESUME TO BE CONSIDERED! 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 Do you possess 2-4 years of experience as paralegal, legal assistant, or court clerk? + Yes + No 03 Describe your familiarity with court processes and efiling? 04 Do you have experience with HighQ? + YES + NO 05 Do you have experience with collaborative data tools such as Smartsheet, Excel, Box.com, Google Sheets etc? + YES + NO Required Question Agency 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 Apply Please verify your email address Verify Email