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DATE:11/5/13
STATUS:Regular, Full Time
SALARY RANGE:$36,820 - $52,404
TITLE:MANAGEMENT ASSISTANT
GRADE:27
DEPARTMENT:Human Resources
LOCATION:220 N. Main St.
UNION AFFILIATION:Non-Union Employees
JOB SUMMARY
Under general supervision, performs technical administrative, organizational, budgetary, coordinative and other staff support related to a variety of County operations, including the Court system; makes recommendations and assists in policy and procedure implementation; may have programmatic responsibility in a specific area; may direct the work of office support staff; performs related work as assigned.
EXAMPLES OF DUTIES
Essential Duties:

  • Coordinates specified activities for a County office or Court administrative office; schedules activities, facility usage, etc. and ensures operational and staff coverage for the department or Court.
  • Plans and carries administrative and informational studies related to the functional areas to which assigned; researches and compiles a variety of information and data; analyzes alternatives and makes recommendations.
  • Discuss findings with management staff; prepares narrative or statistical reports and assists in implementing changes resulting from studies and analyses.
  • Gathers information and follows up on activities from various County departments and divisions; ensures that such information is timely and complete for meeting of boards, commissions and committees or for action by County staff.
  • Coordinates, compiles and administers the budget for the functional area to which assigned; may research budget requests and make recommendations, including the transfer of funds from one account to another.
  • Reviews a variety of contracts, reports, forms and other materials for completeness, accuracy and conformance to County and other policies and procedures; effects changes as required.
  • Provides liaison and staff support to a variety of committees and commissions; may serve on assigned committees; may prepare and distribute agendas, minutes and other materials; may maintain lists of appointees and proposed appointees.
  • May have programmatic responsibility in a specified service delivery or internal support areas as assigned.
  • Maintains the calendar of office activities and management staff; follows up on projects and coordinates support required for project completion.
  • Represents the department or division in meeting with County staff and representatives of other agencies or organizations; participates on County committees and in professional development activities.
  • Types or work processes a variety of correspondence, reports, forms and specialized documents from dictated tapes or brief instructions; composes correspondence and other materials independently; enters data and produces reports from a personal or mainframe computer system.
  • Directs the work of technical or office support staff on a day-to-day or project basis; trains staff in work procedures and participates in selection and work evaluation processes.
  • Maintains accurate records and files.
Important Duties:

  • Completes surveys; prepares and submits various reports to regulatory agencies and other organizations; maintains accurate records and files.
  • Uses standard office equipment in the course of the work; may drive a County or personal vehicle in the course of the work.
  • Performs a variety of office support work such as processing mail, answering the telephone and greeting callers and maintaining an inventory of office supplies as required.
EMPLOYMENT QUALIFICATIONS
Knowledge of:

  • Office administrative principles and practices, specific to those functional areas to which assigned.
  • Research, data analysis and report preparation techniques.
  • Principles of work organization, coordination and delegation.
  • Computer applications related to the work
  • Records management principles and practices.
  • Business mathematics, including basic statistical analysis techniques.
  • Correct oral and written English usage.
  • Standard office practices, including the operation of standard office equipment.
  • Basic budgetary principles and practices.
Skill in:

  • Performing varied and responsible analytical and office administrative work without close supervision.
  • Collecting, analyzing and evaluating varied information and data.
  • Interpreting, applying and explaining policies and regulations.
  • Setting priorities, coordinating multiple projects and meeting critical deadlines.
  • Using sound, independent judgment within established procedural guidelines.
  • Preparing clear, concise and effective written materials.
  • Maintaining accurate records and files.
  • Entering and retrieving information from a BDT terminal and using a typewriter or work processor with sufficient speed and accuracy to perform the required work.
  • Directing the work of others on a project or day-to-day basis.
  • Establishing and maintaining effective working relationships with those contacted in the course of the work.
LICENSES AND CERTIFICATIONS:
  • Specified positions may require possession of a valid Michigan driver's license.
PHYSICAL DEMANDS
  • Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer, vision to read printed materials and a VDT screen and hearing and speech sufficient to communicate in person or over the telephone.
These requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
EDUCATION
  • Equivalent to completion of two years of college in business or public administration, office administration or a field related to the work. Responsible office administrative or secretarial experience may be substituted for the education on a year-for-year basis to a maximum of two years.
EXPERIENCE
  • Three (3) years of office administrative, secretarial or technical managerial support work.
OTHER REQUIREMENTS
  • Prior to applying, applicants must pass the clerical test on the 40th percentile and a typing test at 55 WPM. NOTE: All typing and clerical tests must be updated every two (2) years.
This class description intends to identify the major duties and requirements of the job and should not be interpreted as all-inclusive. Incumbents may be requested to perform job-related duties other than those outlined above and may be required to have specific job-related knowledge for successful job performance.

FILING DEADLINE: 11/6/13

CONTROL NUMBER: 1310-260-2720-0061

AN EQUAL OPPORTUNITY EMPLOYER

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