Job Title: Administrative Assistant Full-time
The purpose of this position is to serve as principal administrative support for department; to perform the routine, procedural, and standard assignments. Work requires incumbent to effectively apply advanced knowledge and skills to resolve routine and non-routine administrative problems independently or with others. The supervisor sets priorities and deadlines for some specific assignments; however priorities and deadlines for day-to-day workflow are set by the incumbent based on knowledge of the overall functions and projects of the department.
Essential Job Functions
- Perform administrative and secretarial assignments with minimal direction for department director level administrator. May include support for others in department as well.
- Create finished documents from notes or outlines, including letters, memos, project summaries, meeting agendas, meeting minutes, spreadsheets, and presentations.
- Answer incoming telephone calls for the department; answer questions, resolve issues, take message, or forward calls to appropriate person or department.
- Coordinate and complete significant special projects independently or in cooperation with other groups.
- Create databases and/or processes to accomplish tasks; collect, compile and analyze routine and non-routine data and information.
- Research and provide input to department budget or assigned projects.
- Prepare letters, memoranda, reports, and other documents drafted by the director or other managers in final format. Originate correspondence, reports, and other routine documents as directed by the supervisor.
- Maintain filing and/or other recordkeeping systems, including a suspense file for pending actions.
- Maintain the supervisor’s calendar; schedules meetings and conference calls as required. Arrange for meeting space when necessary.
- Maintain training records for the department.
- Serve as timekeeper or oversee timekeeping and maintains records of leave for the department.
- Responsible for office supplies; place orders for and account for receipt of supplies as required by DHC procurement procedures. Initiate procurement of other items (e.g. training classes, publications, office equipment) as directed by supervisor and in accordance with DHC procurement procedures.
- Establish a data base for departmental goals and priorities.
- Reviews and prepares documents for signature (e.g. invoices) and assist the Department Director with contract monitoring and administration as requested.
- Maintain privacy and confidentiality.
Perform other duties as assigned.
- Knowledge of DHC and departmental policies, procedures, and goals.
- Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system.
- Knowledge of and skill in using Microsoft Office Suite (Word, PowerPoint, spreadsheet and database building in Excel and Access) and other standard office and productivity software in use at DHC.
- Ability to communicate verbally and in writing. Purpose of contacts is to explain procedures, investigate and resolve problems, or convey information; tact in dealing with stressful situations is essential.
- Ability to gain the confidence and cooperation of peers.
- Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
- Ability to calculate, compute, summate, and/or tabulate data and information.
- Ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.
- Ability to carry out instructions furnished in written, oral, or diagrammatic form.
- Ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages.
- Ability to analyze problems, review available guidelines and procedures to identify possible solutions, and select the appropriate solution.
- Ability to resolve non-routine administrative problems independently or with others.
- Ability to communicate effectively with the general public.
Physical Effort and Working Conditions
The incumbent typically performs work in an office environment. The employee must be physically able to operate a variety of office machines; must be able to move or carry objects or materials weighing up to 10 pounds; and must be able to walk, stoop, bend or stand for moderate periods of time.
The incumbent must hold a valid state driver’s license; pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider.
Minimum Qualifications (Education/Experience)
High school diploma or GED; 2 years of business or post high school education plus three (3) years of progressively responsible administrative support experience which included working with senior managers or executive staff. Associate degree preferred.
HOW TO APPLY:
Submit cover letter, resume detailing your qualifications/work experience and Voluntary Self- Identification forms to:
Venesta Jones, Detroit Housing Commission
1301 E. Jefferson
Detroit, MI 48207
Apply online at www.dhcmi.org under Careers.