Administrative Assistant to the City Engineer Internal/External

$53,375 - $69,392/Yr

City of Jackson - Jackson, MI

Full-time - Entry Level

Jackson, MI

Justice, Public Order, and Safety Activities

About the position

The Administrative Assistant to the City Engineer provides high-level, confidential administrative and secretarial support under the supervision of the City Engineer. This role involves liaising with various stakeholders, managing schedules, maintaining office inventories, and assisting with budget compilation and special projects. The position requires discretion, initiative, and the ability to handle confidential information effectively.

Responsibilities

• Performs high level, confidential administrative and secretarial work in support of the Department.
• Serves as liaison for the City Engineer and works directly with other administrators, officials, employees, and the general public.
• Receives and screens telephone calls and visitors, explaining departmental procedures and addressing inquiries.
• Schedules appointments for the City Engineer and maintains calendars to ensure efficient time management.
• Maintains office inventories and purchases office supplies and equipment according to established procedures.
• Transcribes or composes routine and complex correspondence, memos, and reports for City Engineer review.
• Arranges and attends meetings, preparing agendas and distributing minutes.
• Creates and maintains databases and recordkeeping systems, including confidential materials.
• Assists with the compilation and maintenance of the Department's annual budget as requested.
• Arranges travel and related expense reports, petty cash reimbursements, and miscellaneous paperwork.
• Coordinates building maintenance to ensure acceptable standards are observed.
• Plans, implements, and oversees special projects as assigned.
• Acts on parking citation appeals and manages citations and permits databases in the absence of the Parking Manager.
• Assists with clerical and accounting-related duties in the absence of administrative staff.
• Assists City Engineer in interviewing, selecting, and training office staff.

Requirements

• High school diploma or GED.
• Two years of secretarial experience or equivalent combination of education and experience.
• Considerable knowledge of modern office management processes and procedures.
• Skill in using general office equipment and software, particularly word processing and spreadsheet programs.
• Ability to type with speed and accuracy (40 wpm).
• Ability to read, speak, understand, and compose written correspondence in English.
• Ability to learn and operate various specialized software applications.
• Ability to work independently and exercise discretion with confidential information.
• Ability to interact professionally with top-level administrators and the public.

Nice-to-haves

• Specialized training or college-level courses in office management or related fields.

Benefits

• Dental insurance
• Health insurance
• Life insurance
• Paid holidays
• Vision insurance
• Paid vacation
• Sick leave
• Pension program
• Deferred compensation plan (457)
• Healthcare savings plan