Administrative Assistant

Classification Title

Administrative Assistant

Salary

$52,892.12 - $68,411.53

Department

Prosecuting Attorney

Opening Date

02/26/2025

Closing Date

03/05/2025 12:00 a.m.

FLSA Status: Non-exempt - Overtime pursuant to Collective Bargaining Agreement

Employment Relationship: Just cause subject to probationary period

General Summary

The administrative assistant assigned to this grant-funded project assists the attorney and investigator in accomplishing the program objectives and will be skilled and trained in the digital evidence management system and in viewing digital evidence.

Provides secretarial and administrative support of a highly independent and confidential nature to an Elected Official/Department Head or high-level administrator.

Essential Functions And Responsibilities

Provides administrative support to ensure departmental compliance with departmental processes and standards.

Responds to requests for information regarding departmental operations, as directed.

Coordinates the appointment calendar and/or schedule for an assigned individual or individuals, which includes initiating, tracking, and hosting meetings and activities, event planning, making travel arrangements, and other related duties.

Coordinates daily office operations and functions of the office and the office clerical support team.

Compiles and prepares confidential reports, correspondence, and other documents.

Attends and represents the department in a variety of meetings and public events.

Answers calls and walk-ins and provides information or directs to appropriate party.

Sorts, processes, and delivers incoming and outgoing mail and e-mail.

Prepares agendas, minutes, and board packets.

Operates an automobile to perform assigned job functions. (if applicable)

Performs related duties as assigned.

Qualifications

Required Education and Experience

• High school diploma (or GED equivalent)
• Five (5) years of office clerical work experience
• Administrative support experience
  
  

Preferred Education And Experience

• Associates degree or higher
• Administrative support experience with a high-level administrator
  
  

Required Licenses Or Certifications

• Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel
  
  

Knowledge Of

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

• Procedures, regulations, and processes specific and exclusive to the proper functioning of government agencies
• Departmental policies, procedures, and practices
• Modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Principles and practices of basic bookkeeping and invoice processing
• General clerical/administrative support and secretarial processes common to office administration
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other laws or County policies for maintaining record confidentiality
• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
• A variety of programs eligibility, enrollment and verification policies and practices
• Database applications and report writing, data mining and collection for operational review
  
  

Skill In

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Assigning, prioritizing, monitoring, and reviewing work assignments
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
  
  

Ability To

• Work in an environment which embraces the county’s Dignity Campaign
• Effectively speak, write and understand the English language
• Effectively speak, write and understand a language other than English is preferred
• Understand and carry out oral and/or written instructions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Take initiative and Work independently
• Provide excellent customer service to both internal and external customers with tact and courtesy
• Make decisions in accordance with laws, ordinances, regulations, and established policies and procedures
• Prepare reports, correspondence, and documents
• Meet schedules and deadlines of the work
• Perform high level clerical/administrative related duties with a high degree of accuracy
• Lead and train staff and coworkers
• Learn new policies, practices and procedures
• Read and understand laws, rulings and other published guidance
• Handle, process and account for large sums of cash/money
• Understand and follow complex registration, eligibility and enrollment guidelines
  
  

WORK ENVIRONMENT/CONDITIONS

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.

N/S=Never/Seldom O=Occasionally F/C= Frequently/Continuously

Work Environment

Office or similar indoor environment: F/C

Outdoor environment: N/S

Street environment (near moving traffic): N/S

Construction site: N/S

Confined space: N/S

Exposures

Individuals who are hostile or irate: O

Individuals with known violent backgrounds: N/S

Extreme cold (below 32 degrees): N/S

Extreme heat (above 100 degrees): N/S

Communicable diseases: N/S

Moving mechanical parts: N/S

Fumes or airborne particles: N/S

Toxic or caustic chemicals, substances, or waste: N/S

Loud noises (85 decibels): N/S

Blood Borne Pathogens: N/S

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

N/S=Never/Seldom O=Occasionally F/C= Frequently/Continuously

Demand

Balancing on even or uneven surfaces/ground: N/S

Bending (forward or backward bending at the waist): O

Climbing up or down stairs, ladders, scaffolding and platforms: N/S

Crawling (moving about on hands and knees). Inspecting in confined spaces: N/S

Digging: N/S

Driving on sealed and unsealed roads: N/S

Grasping, gripping, holding, clasping with fingers or hands: O

Kneeling to work at low levels: O

Manual Dexterity (fine finger movements i.e., keyboard operating, writing): F/C

Lift/Carry/Move Objects From One Level/position To Another

Up to 10 pounds: F/C

Up to 50 pounds: O

More than 50 pounds: N/S

Over 100 pounds: N/S

Push/Pull objects away from or towards the body: O

Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended): O

Sitting in a seated position during the task performance: F/C

Standing in an upright position without movement: O

Walking considerable distances in the facility on multiple surfaces: O

Running considerable distances in the facility on multiple surfaces: N/S

General Requirements And Disclaimers

Complies with P.A. 390, as amended, known as the State’s Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations.

The AFSCME - Local 411 bargaining unit represents this position. Therefore, there may be contract language which could require consideration in the selection process.

GRANT OR EXTERNALLY FUNDED POSITION –This position will continue only if sufficient grant or external funds are provided.