City of Dearborn Hiring for Executive Assistant at Dearborn, MI Full Time

Current opening is in the Department of Public Works & Facilities. Once on the eligible list, you may be considered for future vacancies in this classification city-wide.

Position will typically hire at minimum pay and follow a step progression to maximum

This position is responsible for performing advanced administrative tasks in support of an elected official or head of a major department or function. Responsibilities may include: maintaining calendars; providing guidance to administrative staff; and responding to inquiries from staff, the public, and others.

Duties And Responsibilities

TYPICAL CLASS ESSENTIAL DUTIES: (See back of this bulletin for complete job description)

• May maintain an executive calendar, including: coordinating availability; preparing and reviewing meeting agendas; gathering information to determine need for meetings; scheduling travel; entering payroll; and performing related tasks. Handles confidential and sensitive material.
• Assigns work, creates deadlines, and provides general work guidance to administrative staff; may enter payroll; may facilitate large projects.
• Composes thank you letters, acknowledgements, emails, specifications, reports, and related internal and external correspondence; responds to complaints, inquiries, and questions from staff, the public, and others.
• Researches past budget amounts to estimate future budget needs; reviews and approves reimbursement, cash disbursement, purchase requisitions, and related requests.
• Coordinates purchasing, vendor contract renewal, and related administrative tasks of assigned departments to ensure proper completion.
• Compiles and reviews information for various reports and grants.
• Demonstrates regular and predictable attendance, including attendance at required meetings.

This job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Knowledge, Skills And Physical Requirements

KNOWLEDGE

• Office procedures
• Customer service principles
• Computers and related software
• Mathematical concepts
• Budgetary principles
• Administrative principles and practices
• Confidentiality principles

Skills

• Maintaining calendars
• Providing customer service
• Composing a variety of correspondence
• Utilizing communication and interpersonal skills as applied to interaction with dignitaries, coworkers, supervisor, the general public, and others sufficient to exchange or convey information

Physical Requirements

Positions in this class typically require: reaching, standing, walking, grasping, feeling, talking, hearing, seeing, and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push or pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Walking and standing are required only occasionally.

Experience And Training/Licensing Requirements

TRAINING AND EXPERIENCE

Bachelor’s degree and 2 years of related experience; or, Associate’s degree and 3 years of related experience; or, all required certifications and 3 years of related experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

POST OFFER REQUIREMENTS: Satisfactory completion of criminal history, background check and a drug screen that tests for illegal drugs as defined by the Federal Drug Free Workplace Act but not those legalized under Michigan law.