Administrative Assistant II

2 weeks ago

Southfield, United States City of Southfield, MI Full time

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* Perform and coordinate a variety of confidential administrative secretarial duties on behalf of the City Clerk, City Council, Deputy City Clerk, and City Council Committees.
* Coordinates activities, appointments, meetings, and travel arrangements for City Council.  Communicates information and/or directives of City Council to appropriate staff.
* Receiving and responding to requests for public records. 
* Managing FOIA programs: Administering their organization's FOIA programs.
* Research information as directed by the City Council regarding special projects, legislative matters, and other City functions.   Reviews documents, collects data, condenses, outlines, and/or summarizes findings to provide City Council or other staff with necessary information.  Prepares written reports.
* Responds to City Clerk, Council, and citizen inquiries, requests, and complaints.  Provides information, guidance, or referral to appropriate department.  Follow up to ensure prompt action on necessary matters.
* Screens all phone calls, visitors, and correspondence.   Receives and sorts mail.
* Compose and post agendas and meeting notices, may attend evening meetings to take detailed minutes, and handle post-meeting follow up and action items.  Compose and prepare a wide variety of official documents, reports, letters, memoranda, statistical charts, presentations, and other materials from drafts, notes, spreadsheets. presentations, and other services.
* Assist in scheduling meetings, conference registrations, and travel arrangements, reports, and facilitate and follow up on Council actions; prepare and reconcile Council travel expense reports.
* Establish and maintain good staff and public relations via telephone, in person, and/or e-mail. Respond to requests for information and calls from residents/public, City staff, elected officials and other government agencies, using good judgment within prescribed rules and guidelines, keeping superior customer service as a top priority.
* Assist with preparation of annual budget submission for City Council; monitor account balances for Council members; create requisitions for purchase orders, audit and prepare invoices for payment.
* Assist in the preparation and administration of election duties.
* Perform other related duties as required.
* High school graduation or equivalent; supplemented with business courses desired. Associate degree in Business or related field preferred. 
* Four or more years of related experience sufficient to produce solid expertise in secretarial administrative functions and skills, including word processing expertise; ability to pass Clerical Skills test battery (Microsoft Office Suite).
* Demonstrated proficiency in the use of personal computers, the Microsoft Office Suite software applications - Word, Excel, Power Point, and Access.  Experience with financial and database software applications highly desirable.   Experience with BS&A municipal software preferred.
* Must be available whenever needed throughout the year for evening meetings and on weekends during election season.
* Demonstrated dependability and reliability; good judgment and problem-solving skills; excellent oral and written communication skills.  Excellent pro-active, public service attitude.
* Ability to interact effectively with the public, elected officials, the business community, city staff and administration.  Executive Office experience helpful. 
* Complete annual City ethics policy.

The selection process will include a review of the applicant's experience for posted requirements, a criminal history/driving record check, a skills test, and an oral board interview. A background investigation is performed on the selected candidate. Each step of the process must be passed before the applicant will be moved to the next step. Applicants will be invited to further participate in the selection process based on the nature and extent of their related experience.

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