CITY OF EASTPOINTE :: Job Opportunities (2024)

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties that the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Functions as a confidential administrative secretary, coordinating activities, processing paperwork, composing and typing materials, acting as liaison to the public and other departments, and handling other administrative matters.

• Prepares a variety of letters, memoranda, reports, and other correspondence from rough drafts or according to a standardized format.

• Receives requests for service or informational requests in person and over the phone. Processes requests following prescribed procedures or refers inquiry to appropriate party.

• Reviews and ensures the accuracy and completeness of records, forms, documents, attachments, data, and other such materials. Develops spreadsheets and databases to record and analyze information.

• Prepares forms, correspondence, reports, memos, receipts, vouchers, permits, and other similar documents and/or materials.

• Researches and assembles data from administrative records and assists in preparing reports.

• Arranges meetings and conferences as assigned. May be responsible for maintaining calendars, appointment books, and schedules.

• Maintains records of expenditures, prepares payroll for submission, maintains off time accruals, processes accounts payable, handles petty cash, and performs other general bookkeeping tasks.

• Maintains confidential records and other files. Maintains confidentiality in virtually all aspects of the job.

• Orders supplies and performs inventories of materials and supplies.

• May assist in preparation of departmental budget and the maintenance of related financial and statistical reports.

• Prepares agendas, minutes, and correspondence.

• Resolves or refers complaints regarding departmental activities, and assists persons wishing to confer with the assigned department head or other appropriate party.

• Prepares and submits the annual MCOLES expenditure report to the State of Michigan.

• Registers and deactivates police officers and retirees with MCOLES.

• Creates and maintains personnel files.

• Distributes daily mail and adds postage to all outgoing mail.

• Makes ID badges for all City employees.

• Serves as the liaison between the City and specific vendors.

• Performs related duties as required.

The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

• High school diploma with additional vocational training in secretarial science, office management or a similar discipline, and three years of experience in an office or business setting with customer service and records management responsibility, or an equivalent amount of education and experience. A Bachelor’s Degree is preferred.

• Some knowledge of the structure, policies, procedures, and regulations of municipal government and the assigned department, and ability to learn.

• Good knowledge of general office operations, and clerical/administrative procedures and practices.

• Ability to gather data and prepare accurate and timely records, reports, notices, memos and letters.

• Ability to type with speed and accuracy and satisfactorily complete the City’s typing competency test as a condition of hire.

• Ability to establish and maintain effective working relationships with employees, supervisors, and the general public.

• Ability to convey and understand information effectively and promptly through speaking, hearing, reading, and writing.

• Ability to use basic office equipment such as telephone, calculator, photocopier, fax, and computer with applicable software applications, such as, word processing, spreadsheet, database, and specialized department software (i.e., staff files and BS&A), as well as email, internet and world wide web.

• Significant experience and capability in the use of Microsoft Office Suite applications.

• City employees are expected to possess and maintain a record of orderly, law-abiding citizenship, sobriety, integrity, and loyalty as it pertains to and reflects upon their employment with the City.

• City employees must be physically and mentally able to perform the essential duties of their position without excessive absences.

• In addition to the above requirements, all City positions require the ability to read, write, speak, and understand the English language as necessary for the position, including the ability to follow written and oral instructions.