Office Assistant - Macomb County Michigan : Job Details

CLASSIFICATION TITLE:Office AssistantSALARY:$35,073.82 - $45,365.05DEPARTMENT:Macomb Community ActionOpening Date:11/25/2024Closing Date:12/03/2024 12:00 a.m.FLSA STATUS: Non-exempt - overtime pursuant to Collective Bargaining Agreement or Human Resources and Labor Relations PolicyEMPLOYMENT RELATIONSHIP: Just cause subject to probationary period GENERAL SUMMARY:Performs routine to moderately difficult clerical duties according to established policies and procedures.ESSENTIAL DUTIES & RESPONSIBILITIES:Performs clerical duties according to established policies and procedures.Records or posts information in journals, files and/or other departmental records.Verifies the accuracy of information and prepares forms, records, requests for funds and other documents.Types and/or prepares vouchers, forms, memos, letters, records and other correspondence according to established policies and procedures.Performs calculations and compiles information for and prepares various documents and reports.Opens, sorts, tallies and records payments and other documents received.Enters information on records and forms.Compiles and maintains departmental files.Distributes notices, forms and other documents.Makes duplicate copies of reports and/or information and routes to proper persons, departments and/or files.Receives incoming telephone calls and e-mails; provides assistance by answering questions and inquiries appropriate to skill level; relays messages to appropriate individuals or departments.Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines.Performs related work as required.QUALIFICATIONS:Required Education and Experience

• High School diploma or GED equivalent

Required Licenses or Certifications

• Possession of a valid Michigan driver's license, operable automobile and insurance

Preferred Education and Experience

• Previous clerical work experience

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES:Knowledge of:

• Modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting

Ability to:

• Provide excellent customer service to both internal and external customers with tact and courtesy
• Effectively speak, write and understand the English language
• Speak and understand a language other than English is preferred
• Understand and carry out oral and written directions
• Meet schedules and deadlines of the work
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Perform low to moderate level clerical/administrative related duties with a high degree of accuracy
• Learn new policies, practices and procedures
• Read and understand laws, rulings and other published guidance

WORK ENVIRONMENT/CONDITIONS:The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.N/S=Never/Seldom O=Occasionally F/C= Frequently/ContinuouslyWork EnvironmentOffice or similar indoor environment: F/COutdoor environment: N/SStreet environment (near moving traffic): N/SConstruction site: N/SConfined space: N/SExposuresIndividuals who are hostile or irate: OIndividuals with known violent backgrounds: N/SExtreme cold (below 32 degrees): N/SExtreme heat (above 100 degrees): N/SCommunicable diseases: N/SMoving mechanical parts: N/SFumes or airborne particles: N/SToxic or caustic chemicals, substances, or waste: N/SLoud noises (85+ decibels): N/SBlood Borne Pathogens: N/SPHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. N/S=Never/Seldom O=Occasionally F/C= Frequently/ContinuouslyDemand:Balancing on even or uneven surfaces/ground: N/SBending (forward or backward bending at the waist): N/SClimbing up or down stairs, ladders, scaffolding and platforms: N/SCrawling (moving about on hands and knees). Inspecting in confined spaces: N/SDigging: N/SDriving on sealed and unsealed roads: OGrasping, gripping, holding, clasping with fingers or hands: OKneeling to work at low levels: OManual Dexterity (fine finger movements i.e., keyboard operating, writing): F/CLift/Carry/Move objects from one level/position to another up to 10 pounds: F/CPush/Pull objects away from or towards the body: N/SReaching overhead (arms raised above the shoulder) or forward reaching (arms extended): OSitting in a seated position during the task performance: F/CStanding in an upright position without movement: OWalking considerable distances in the facility on multiple surfaces: ORunning considerable distances in the facility on multiple surfaces: N/SGENERAL REQUIREMENTS AND DISCLAIMERSComplies with P.A. 390, as amended, known as the State's Emergency Management Act and the County's Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations. GRANT OR EXTERNALLY FUNDED POSITION - This position will continue only if sufficient grant or external funds are provided.The United Auto Workers Local 889 bargaining unit represents this position. Therefore, there may be contract language which could require consideration in the selection process.