GENERAL SUMMARY:

The Administrative Assistant performs a variety of administrative duties in support of the operations of the Public Safety Department. This position is responsible for the administration of the entire Public Safety Department, including the Police, Fire, and Code Compliance. This position works with a minimum of supervision and is knowledgeable of the department’s policies and procedures. This position must exercise independent judgment and maintain strict confidentiality regarding the interworking of the Public Safety Department. The Administrative Assistant also acts as liaison between the Director of Public Safety and other city departments, as well as assisting patrol and supervisors with various paperwork as needed, in addition to general office duties.

KNOWLEDGE, SKILLS, AND ABILITIES:

Can work independently and efficiently with little supervision.
Learn to operate and use department-specific software applications and other specialized records.
Ability to learn department-specific software applications and other computer solutions.
Use proper spelling, punctuation, vocabulary, and grammar.
Ability to exercise judgment and discretion in releasing information.
Perform assigned duties independently or under general supervision.
Prepare correspondence and reports, copy and distribute information efficiently, perform accurate and efficient computer entry and retrieval.
The ability to respond to difficult situations and people in a calm and courteous manner.
Work irregular hours or overtime as necessary.
Handle multiple priorities and respond to urgent request.
Develop reports with proper spelling, wording and accuracy,
Thorough knowledge of the principles and procedures of modern office support operations.
Ability to type 50 w.p.m. with accuracy.
Knowledge of document sharing and collaboration via cloud based solutions.
Skilled in operating a variety of computer software programs, including Word, Excel, Outlook, and PowerPoint.
Required skills in maintaining and updating paperless records and documents.
Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with employees, elected officials, visitors, and the public.
Ability to exhibit strong writing and organizational skills, communicate effectively and present ideas orally and in writing.
Ability to successfully follow oral and written instructions.
Ability to maintain attention to detail and work effectively under stress and changes in work priorities.
Requires ability to maintain strict confidentiality in department operations.

QUALIFICATIONS AND EXPERIENCE:

High school diploma or equivalent required, Associates degree preferred.
Candidates must possess a valid Michigan Driver’s License.
Possess four (4) years of experience in office support or management in a public or high-level office setting.
This classification requires pre-employment drug screening.
Must be able to pass a background check for access to Public Safety building.
Must possess the ability to perform the Essential Job Functions listed above.
Must be open to availability after regular business hours in case of public safety emergencies.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

While performing the duties of this job, the employee regularly works in a business office setting where the noise level is usually quiet. While performing these duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, reach, and to use hands to handle or feel.
Note: This job specification should not be construed to imply that these requirements are the exclusive standards of the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

DISCLAIMER:

This job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks and duties of the jobholder may differ from those outlined in the job description, and other duties, as assigned, may be part of the job. The omission of specific statements of duties does not exclude them from the position. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change

Please refer the Job description for details