Administrative Assistant 3 Retirement Systems

Salary: $45,486.00 - $56,112.00 Annually
Location : MI, MI
Job Type: Certified-Regular Civil Service
Job Number: 2023313601153NONPENMM
Department: Non Departmental
Opening Date: 12/12/2023
Closing Date: 12/20/2023 8:00 AM Eastern
Description
RESUME MUST BE SUBMITTED FOR CONSIDERATION
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 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 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
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

• 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

LRD: 08/25/22
RESUME MUST BE SUBMITTED FOR CONSIDERATION
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
Do you have any call center experience, if so please describe?
02
Please describe your professional experience that qualifies you for this position?
03
Please indicate the highest grade completed

• High School Diploma/GED
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• PhD/J.D.
• n/a

04
Which one of the following best describes your highest level of Microsoft Excel proficiency? Verification of skill level may be required

• I do not have enough skills to meet the definition of the Basic level below.
• BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks.
• INTERMEDIATE: Use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphic objects in a worksheet
• ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import text files and XML data; import data from the Web and create Web queries; analyze data using trend lines, Sparklines and scenarios.

Required Question