Job Details

CLASSIFICATION TITLE:

Administrative Assistant (Public Defender's Office)

SALARY:

$48,444.88 - $62,659.40

DEPARTMENT:

Public Defenders Office

Closing Date:

12/18/2023 12:00 a.m.

FLSA STATUS: Non-exempt - overtime pursuant Human Resources and Labor Relations Policy

EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period

GENERAL SUMMARY:

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 administrato

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES:

Knowledge of:

• 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:

• Provide excellent customer service to both internal and external customers with tact and courtesy

• Work in an environment which embraces the county’s Dignity Campaign

• Effectively speak, write and understand the English language

• Speak and understand a language other than English is preferred

• Make decisions in accordance with laws, ordinances, regulations, and established policies and procedures

• Prepare reports, correspondence, and document

• Understand and carry out oral and written directions

• Accurately organize and maintain paper documents and electronic files

• Take initiative and work independently

• Meet schedules and deadlines of the work

• Maintain the confidentiality of information and professional boundaries

• Understand and carry out oral and written directions

• 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