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Administrative Support Specialist

2 months ago

Pontiac, Michigan, United States City of Pontiac Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to the Mayor of the City of Pontiac. The ideal candidate will have a strong background in office administration, excellent communication skills, and the ability to work independently with minimal supervision.

Key Responsibilities
  • Administrative Support: Provide administrative support to the Mayor, including composing letters, memoranda, and other documents, as well as maintaining accurate and up-to-date records.
  • Liaison and Communication: Serve as a liaison between the Mayor and subordinates, exchanging information, transmitting directives, instructions, and assignments, and following up on the status of assignments.
  • Research and Document Preparation: Research, compile, and prepare documents and briefs for the Mayor, including reading and screening incoming correspondence and reports, and making preliminary assessments of the importance of materials.
  • Meeting and Event Coordination: Prepare agendas and collect materials for meetings, speeches, and conferences, and coordinate committees or task forces as needed.
  • Correspondence and Communication: Manage all correspondence with constituents in a timely manner, and receive and greet guests to the administrative offices.
  • Office Management: Coordinate office management activities for the Mayor, including updating files, maintaining records, and performing routine office management details.
Requirements
  • Education and Experience: Bachelor's degree and a minimum of three years of experience working for a local, state, or federal government performing duties similar to those in which the employee will be assigned to perform for the City.
  • Skills and Knowledge: Advanced secretarial training and education, such as designation as a Certified Professional Secretary or a Certified Administrative Professional by the International Association of Administrative Professionals (IAAP), is highly desirable. Knowledge of business English, spelling, math, bookkeeping, or accounting, modern office practices, procedures, and equipment, and PC software applications for word processing, spreadsheets, graphic presentations, database management, etc.
  • Personal Qualities: Exercise independence, judgment, diplomacy, and discretion when handling confidential, legal, and sensitive matters, communicate effectively with customers, clients, and the public in person or by telephone, respond appropriately to public inquiries, and present a positive public image.