Job Details

The Administrative Assistant reports directly to the Assistant Executive Director (AED) and will support the DCC Leadership Team. The Administrative Assistant may also support management staff in the Economic Development, Brownfield, HR, IT, Building & Grounds/Security, and Fiscal departments.  Must be able to communicate effectively with all involved partners, community leaders, employers, customers and staff. Duties include attending meetings and providing written notes, developing, generating and maintaining needed reports, and supporting the recruitment/hiring of open positions.

DUTIES/RESPONSIBILITIES:

The Administrative Assistant facilitates the efficient office operation by performing a variety of clerical and administrative tasks.

• Assists the AED in all Central Administration functions.
• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Reproduces documents, flyers, and sensitive/confidential information. Also, will help to create forms, reports and documents for internal administrative needs.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Assists with scheduling meetings, activities, interviews and events.
• Assists with mail operations, including posting U.S. mail and sorting incoming mail to the agency.
• May deliver and distribute mail/files on a daily basis for both internal and external delivery.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of office equipment.
• Processes E-reqs.
• Must keep updated on current and upcoming events and meetings. Must maintain updated knowledge of all relevant rules and regulations.
• Assists with routine clerical support, including copying, faxing, typing, word processing, executing mass mailings, email correspondence, filing, data entry, and the preparation of forms.
• May assist in reviewing electronic resumes for posted positions and printing resumes for management review for interviews; and may be requested to assist in the interview process with HR.
• Develops spreadsheets, Power Point presentations, and reports.
• May analyze data for special projects.
• Assists with Request for Proposals for current and future funding.
• Supports the DCC Board of Directors and other boards (Downriver Mutual Aid, Brownfield, and Department of Public Services)  and may assist in writing resolutions, following governing By-laws.
• Performs other related duties as assigned.

  REQUIRED SKILLS/ABILITIES:

  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Proficient in Microsoft Office or related software.
  • Excellent organizational skills and attention to detail.
  • Basic understanding of clerical procedures and systems such as record keeping and filing.
  • Ability to work independently.
  • Maintains professionalism with confidentiality, demeanor, and presence.

  EDUCATIONAL AND EXPERIENTIAL REQUIREMENTS:

  • Associates degree required, bachelor's degree in related field preferred. Additional years of experience can substitute for college education at a ratio of two (2) years' experience for one (1) year of college beyond a minimum of a High School graduate.
  • Two or more years of experience in an administrative role.
  • Must be proficient in Microsoft programs including Word, Excel, Power Point, Access or other database programs.
  • Must be proficient in use of the Internet and e-mail, experience in operating standard office equipment, including multi-line telephones, fax machines, copiers, printers, mail meter equipment, laptops, iPads and be able to scan documents.
  • This position requires excellent organizational skills, the ability to follow complex procedures and process data in accordance with governmental regulations.
  • Proven ability to articulate thoughts clearly on paper using proper grammar, punctuation, and the ability to apply language rules.
  • Able to maintain confidential information and follow all security guidelines. 
  • Basic knowledge/understanding of taking minutes preferred.
  • Experience working with elected officials (Senators, Representatives, Mayors, Supervisors, Council Members, etc.) Preferred.

  Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

  USE OF THIS JOB DESCRIPTION:

   

  This job description is not intended, nor should it be construed to be an all-inclusive list of duties performed but is to serve rather, as a set of guidelines to act as a measure to assure a fair and equitable pay decision regarding DCC jobs.  Individuals in this position are expected to perform other duties as requested.