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Administrative Assistant IV - Project Clean Slate

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Administrative Assistant IV - Project Clean Slate

Salary

$60,284.00 - $80,909.00 Annually

Location

Michigan, MI

Job Type

Certified-Regular Civil Service

Job Number

2024243601104PCSmm

Department

Non Departmental

Division

Project Clean Slate

Opening Date

10/28/2024

Closing Date

11/29/2024 4:59 PM Eastern

Bargaining Unit

9000-Non Union Salary Regular Service General

• Description

• Benefits

• Questions

Description

PROJECT CLEAN SLATE

ADMINISTRATIVE ASSISTANT IV

We are in search of a professional with experience in paralegal and/or legal assistant duties. This is an exciting time in the City of Detroit as we work to rebuild one of the most beautiful cities in the country. Project Clean Slate is an initiative of the City of Detroit Law Department which helps residents seek expungement of their criminal records to gain access to better employment, housing, and educational opportunities.

The Administrative Assistant class is a non-supervisory role that organizes and expedites office

management activities in each major division of the City of Detroit. Administrative Assistants in this class are classified as Administrative Assistants, levels I-IV, with varying degrees of responsibility.

Administrative Assistants in this class lead and perform general office assistant work. The work requires knowledge of the procedures, techniques and practices involved in carrying out the work of an organization within established guidelines, and the skill to use various office equipment including fax machines, photocopiers, scanners, videoconferencing, telephone systems, and the ability to create and edit documents..

Examples of Duties

Responsibilities:

This role is responsible for supporting Project Clean Slate attorneys at Project Clean Slate, the City of Detroit’s program to expunge criminal records for Detroit residents. The work ranges from supporting the Lead Attorney, pulling criminal records, ordering court records, scheduling client appointments, communicating with potential clients, filing, and providing notary services

Duties Include:

• Attorney support, including communication with clients and court staff

• Retrieving criminal records (also known as ICHAT) and court Registers of Action

• Court record ordering (including arranging payment and retrieval) and follow up

• Efiling pleadings using MiFile and other court filing systems.

• Supports department managers, department directors or related management staff .

• Prepares standard and custom reports of a financial, personnel, payroll, or department-specific nature.

• Greets visitors or callers and handles their inquiries or direct them to the appropriate persons according to their needs.

• Sorts, opens, and distributes incoming mail to staff .

• Makes copies of correspondence or other printed material .

• Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals.

• Requisitions office supplies, repairs on office equipment, and printing services .

• Coordinates conferences, meetings, or special events, and arranges travel reservations for office personnel.

• Maintains scheduling and event calendars .

• Locates and assembles documents for briefings and conferences .

• Assists staff by providing information about procedures, practices and policies in division .

• Prepares minutes of meetings from notes and/or recordings .

• Serves as liaison between management and staff by transmitting information, explaining appropriate work instructions, and following up on assignments.

• Sets up, manages, and develops systems for paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records, correspondence or other material.

• Checks and/or compares documents, forms, applications, or other materials for accuracy, completeness, grammar, and format.

• Creates, maintains, and enters information into databases .

• Writes simple or repetitive, non-technical correspondence such as letters of acknowledgement in accordance with a given format.

• Operates electronic mail systems and coordinates the flow of information, internally or with other organizations.

• Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions.

• Uses computers for various applications, such as database management or word processing .

• Independently notes and follows up on commitments made at meetings and conferences by staff members.

• Develops material for supervisor's use in public speaking engagements .

• Maintains information needed for budget purposes .

• Performs special projects and other duties as assigned .

Minimum Qualifications

Education

For all Administrative Assistants, it is a requirement to have completed High School graduation or General Educational Development (GED) certificate.

Experience

In addition to the minimum education requirements, the following experience requirements also apply:

For entry into the Administrative Assistant position, at least one (1) year of administrative support experience where use of personal computers to prepare correspondence, reports and charts to enter and retrieve information is required.

Administrative Assistants must demonstrate proficiency with integrated word processing and spreadsheet functions. This proficiency may be measured by taking a written test.

For selection, appointment to an Administrative Assistant level II or higher, in addition to the minimum education requirements, more progressive levels of experience are required based on the following:

Administrative Assistant IV – at least four (4) years of experience

Equivalency

Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Preferred Qualifications:

• 2-4 years of experience as paralegal, legal assistant, or secretary

Technical Skills:

• Familiarity with court processes and filing

• Advanced knowledge of Smartsheet

Supplemental Information

Evaluation Plan

• CBT/Computerized Assessment: 30%

• Interview: 70%

• Evaluation of Training, Experience & Personal Qualifications: P/F

• Total of CBT, Interview and Evaluation T.E.P: 100%

Additional points may be awarded for:

• Veteran Points: 0 – 15 points

• Detroit Residency Credit: 15 points

LRD: 08/01/2024

Knowledge, Skills & Abilities:

• Customer Advocacy - understanding customer needs is key to process improvement.

• Communication - effective verbal and written communication skills at all levels of the organization; essential for the many roles you may fill, i.e.

• Passion - must be self-motivated, have initiative, and have a positive personality.

• Change Leadership - demonstrated performance as a change agent in the past; ability to deal well with changes and setbacks.

• Program Specialties - specific experience in law related fields is required.

  PLEASE ATTACH AN UPDATED RESUME AND ANY CERTIFICATIONS

  WITH YOUR APPLICATION

  INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED

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.

01

Do you have a high school diploma or G.E.D?

02

Do you possess 2-4 years of experience as paralegal, legal assistant, or court clerk?

• Yes

• No

  03

  Do you possess at least four (4) years of progressive administrative support experience where use of personal computers to prepare correspondence, reports and charts to enter and retrieve information is required?

• Yes

• No

  04

  Do you have experience with collaborative data tools such as Smartsheet, Excel, Box.com, Google Sheets etc?

• YES

• NO

  05

  Describe your familiarity with court processes and efiling?

  Required Question

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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