Office Support Specialist 2-3 (Field Engineering)

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Office Support Specialist 2-3 (Field Engineering)

Salary

$47,800.00 - $58,741.00 Annually

Location

Michigan, MI

Job Type

Classified- Regular (DWSD Only)

Job Number

MF-102024-501046

Department

Water Department

Opening Date

10/22/2024

Closing Date

10/26/2024 11:59 PM Eastern

Bargaining Unit

1530-AFSCME NonSupervisory Local 2920 (DWSD Cleric

• Description

• Benefits

Description

This is not a Civil Service Position. DWSD employees are subject to provisions of Court Orders entered in United States District Court, Eastern District of Michigan, Southern Division, Case No. 77-71100 with regard to certain terms and conditions of employment. DWSD does not honor reversion rights for internal candidates.

SUMMARY:

The Office Support Specialist 2 acts as an assistant to the head of a DWSD unit. This position plans, organizes, manages and performs a variety of business operations, general and specialized administrative activities including, but not limited to answering multiline phones, maintaining calendars, making travel arrangements, handling information requests, preparing correspondences and reports, data entry, recordkeeping, conducting investigations, analyses, and evaluations for assigned unit.

Examples of Duties

ESSENTIAL JOB FUNCTIONS:

Perform clerical work. Maintain records. Complete recordkeeping, typing, transcription and similar work. Reconcile petty cash. Design and utilize filing systems. Handle customer calls efficiently and tactfully. Classify items for entry into bookkeeping records. Check arithmetic computations and balance figures. Operate standard office equipment such as personal computers, printers, copiers, scanners, fax, etc. Maintain calendars for departmental staff. Schedule tours, trainings and meetings. Perform routine correspondence in response to inquiries and complaints and handle routine contacts with other divisions or sections of the organization. Possess a valid Michigan Driver’s License and the ability to drive a motor vehicle on all terrain. Follow security and safety policies and procedures in carrying out work duties. Provide on the job training.

RELATED JOB FUNCTIONS:

Provide information to the public regarding departmental policies and procedures. Make travel arrangements. Arrange for calibration of equipment. Maintain materials and supplies for the office and staff. Perform non-technical research. Position may be called upon to direct specific project activities or to work as a team member. Perform related work duties as assigned.

Minimum Qualifications

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

Routine clerical operations

Office dynamics and organizational structure Data management systems

Complex clerical operations

Basic business and statistical concepts

Job-specific tasks, processes and assignments Prioritization

Information systems and job-related expertise

SKILL TO:

Type, enter data and file efficiently and correctly.

Manage office inventories and supplies

Operate office equipment

Interact well with departmental staff, customers and vendors

Analyze information and compile data

Use advanced technology

ABILITY TO:

Understand and follow verbal and written instructions

Communicate effectively, both verbally and in writing

Proficient in Office Suite software such as Word and Excel

Handle frequent calls with customers

Establish and maintain effective working relationships with others

Effectively utilize appropriate security and safety equipment and procedures

Maintain regular and reliable attendance

Communicate frequently with team members and other units across the Department about process, equipment or potential problems

Direct team activities or to work as a team member

Make arithmetic computations with speed and accuracy

Assist departmental staff in the completion of complex tasks Identify system errors and make corrections

Prepare and audit complex documents

Lead meetings and advise on processes

Direct team activities or to work as a team member

Develop proficiency in unit specific operations and software

Work effectively in a team-based, flexible workforce with minimal supervision

Initiate new office procedures

Initiate actions for the settlement of problems falling outside of routine procedures

Perform more complex clerical and office work such as billing activities, the recording of cost data in the preparation of work schedules for field employees, the coordinating of activity records for the preparation of periodic or special reports

Provide information on a variety of subjects requiring considerable knowledge of the subject matter or of the department where considerable familiarity with work processes is required

Assist in the preparation of the division's budget

Determine content of correspondence or reports

Complete specialized assignments requiring extensive knowledge of the departmental mission, processes, policies, and procedures

Assist with conducting technical research and investigations, compiling data, and preparing

comprehensive statistical and narrative reports

Communicate with employees, customers and other individuals to answer questions, disseminate or explain information and address complaints

Coordinate between different department staff members and managers Independently analyzes issues in order to determine the proper method for resolution

Make travels arrangements and maintain calendars

Maintain filing, inventory, mailing, and database systems

Attend and take notes at meetings

REQUIRED EDUCATION AND EXPERIENCE (position requirements at entry)

High School Diploma or GED

Minimum of three (3) years of office or administrative support experience preferably in a municipal or

public utility work environment

Supplemental Information

ESSENTIAL REQUIREMENTS

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

This position may require sitting and standing for prolonged periods of time, light to moderate lifting, reaching, pulling, and carrying. Manual dexterity and audiovisual/linguistic acuity is required.

Environmental Working Requirements:

Work is performed in an office or plant environment with exposure to computer screens, noise, large moving equipment, and vehicles, potentially hazardous substances, fumes, and airborne particles in the plant. Work may be performed in confined spaces, hazardous areas that require respiratory protection and personal protective equipment (PPE), and under slippery and wet conditions.

OTHER REQUIREMENTS

Valid Michigan Driver’s License

Ability to work irregular hours, to commute to DWSD facilities and work sites, and respond to after hour emergencies and on-call responses.

The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position to position. Employees in this class are required to undergo alcohol and drug screening and are subject to a criminal background investigation.

EMPLOYMENT BENEFITS

The City of Detroit offers a competitive and comprehensive employee benefit package. We pride ourselves on the longevity of our employees. Part of the reason for the low turnover rate is the exceptional benefit package listed below. Benefits include, but are not limited to the following:

HEALTH

• Medical - Eligible for hospital, surgical, and prescription drug benefits.

• Dental

• Vision

INSURANCE

• Life Insurance - Optional group insurance available to employee and their family. The City pays 60% of premium for first $12,500 of employee life insurance. Employee may purchase, at own expense, life insurance for spouse and each dependent.

• Long-Term Disability Insurance (Income Protection Plan) - The City offers disability insurance through payroll deductions for persons who become disabled and who are not yet eligible for a service retirement.

PAID TIME OFF

• Sick Leave

• Vacation

• Holidays

OTHER LEAVE BENEFITS

The City also has the following paid and unpaid leaves; funeral leave, Family and Medical Leave, jury duty, military duty leave, unpaid personal leave,

RETIREMENT BENEFITS

City Employees Retirement System

As a regular City employee you automatically become a member of the General Retirement System. This entitles you to a retirement allowance after:

• Completion of thirty (30) years of service;

• At age sixty (60) if you have at least ten (10) years of service, or

• At age sixty-five (65) with eight (8) years of service.

• In the event of disability, other eligibility rules apply);

• An early, actuarially reduced, retirement is offered after you have attained at least twenty-five (25) years of service;

• Employees are vested after ten (10) years of service, regardless of age.

ADVANCEMENT OPPORTUNITIES - Employees have many opportunities for growth and career advancement throughout all City departments and divisions.

Have a successful career with the City of Detroit. Always remember that you are a part of a team with a common Vision of delivering excellent service to the citizens of the City of Detroit.

Agency

City of Detroit

Address

Coleman A. Young Municipal Center 2 Woodward Ave ste 316 Detroit, Michigan, 48226

Website

http://www.detroitmi.gov/Detroit-Opportunities/Find-A-Job

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