City of Ann Arbor
  • Public Services
  • Ann Arbor, MI, USA
  • 48,000 - $55,000
  • Salary
  • Full Time

JOB TITLE: Management Assistant

Compensation:

This is a full-time opportunity with the salary range of $48,000 to $55,000.  Benefits include medical, dental and vision insurance, paid vacation days, personal days and holidays, life insurance, and a hybrid pension.

Role Summary

To provide a variety of highly responsible, confidential and complex administrative duties for an Area Administrator/Executive with minimal supervision, making and held accountable for decisions within a defined sphere of activity.

 Essential Duties

  • Performs and coordinates a wide variety of complex and confidential tasks, activities and inquiries involving Service Area Administrators, elected and appointed officials and City personnel.
  • Understands management's objectives and decisions and makes appropriate judgments regarding the use and sharing of information.
  • Maintains confidential employee records and confidential collective bargaining records according to contractual, City policy and legal requirements.
  • Greets and assists the public, City personnel, business owners/representatives, and vendors in person and over the telephone.
  • Provides assistance to internal and external customers for service and information, focusing on providing solutions without making additional referrals.
  • Utilizes knowledge of City policy and procedures and of other units of government to develop appropriate response or referral when necessary.
  • Identifies and maintains appropriate working relationships with key individuals.
  • Organizes and analyzes data in a variety of forms to answer questions and create reports in support of management, appointed and elected officials' decisions.
  • Adapts and adjusts behavior and work methods rapidly in response to new information, changing conditions and unexpected situations requiring attention and resolution.
  • Identifies and analyzes problems, making logical decisions and exercising appropriate judgment to recommend to management or independently implement solutions to organizational or individual problems.
  • Creates and maintains policy, procedure and records management systems, specified document update and retention schedules.
  • Manages and responds to Freedom of Information Act requests in accordance with State Law and City policy.
  • Maintains and manages Service Area personnel records according to City policy.
  • Establishes and manages administrative calendars, deadlines and procedures.
  • Assures conformance to City procurement standards and protocols.

Related Work

  • Demonstrated knowledge of entire budget process and budget processing system by completing budget forms, evaluating submissions and recommending changes, forecasting salaries and expenses, preparing final budget and monitoring throughout the fiscal year.
  • Defines, plans, executes and coordinates administrative projects based on executive directives, City policy and applicable State and Federal laws within a specified time frame.
  • Taking minutes during business meetings.
  • Performs other related duties as assigned.

 Knowledge of:

  • City policy and procedures
  • Service Area processes, performance standards and resources
  • Management processes and objectives regarding the use and sharing of information
  • Advanced operation of personal computer and office software applications (e.g. Microsoft PowerPoint, Access, Excel, Word, Outlook)
  • City organizational and management change initiatives
  • Basic mathematics
  • Budget processes and project initiation and management

  Skills / Abilities

  • Clear, concise verbal and written communication
  • Communicate tactfully and positively with the public and City employees
  • Problem solving and analytical
  • Assist employees and managers with time keeping and any payroll concerns
  • Organization and planning
  • Change management
  • Customer relations and relationship management
  • Conflict management
  • Ability to make logical decisions, exercising appropriate judgment
  • Advanced use and understanding of office information technology

 Equipment

Computer and software applications, fax machine, copier, calculator, telephone, and other miscellaneous office equipment

 Required

  • Bachelor's degree in public or business administration or a closely related field
  • Experience in general office practices and procedures: at least 2 years
  • Experience in coordinating work activities: at least 2 years
  • Experience with timekeeping software.
  • Experience working in a unionized environment preferred.
  • Experience working in a municipal government preferred.
  • Excellent customer services skills, both verbal and written.
  • Excellent attention to detail in a fast-paced environment. 

 Physical Requirements

The physical demands described here are representative of those that may be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Positions in this class typically require: reaching, lifting, pushing, pulling, grasping, talking, hearing, seeing and repetitive motions.

Move and lift light objects less than 20 pounds such as mail, files and supplies.  Operating office equipment requiring continuous or repetitive hand/arm movements.  The ability to remain in a sitting position for extended periods of time.

Sedentary Work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time.  

 

City of Ann Arbor
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