Note: The job is a remote job and is open to candidates in USA. Macomb County Government is seeking an Administrative Assistant to provide highly independent and confidential secretarial and administrative support to the Prosecuting Attorney’s Department. The role manages schedules and office operations, prepares confidential documents and reports, coordinates meetings and travel, responds to inquiries, and supports departmental activities and public events.
Responsibilities
- Provides administrative support to ensure departmental compliance with departmental processes and standards
- Responds to requests for information regarding departmental operations, as directed
- Coordinates the appointment calendar and/or schedule for an assigned individual or individuals, which includes initiating, tracking, and hosting meetings and activities, event planning, making travel arrangements, and other related duties
- Coordinates daily office operations and functions of the office and the office clerical support team
- Compiles and prepares confidential reports, correspondence, and other documents
- Attends and represents the department in a variety of meetings and public events
- Answers calls and walk-ins and provides information or directs to appropriate party
- Sorts, processes, and delivers incoming and outgoing mail and e-mail
- Prepares agendas, minutes, and board packets
- Operates an automobile to perform assigned job functions
- Performs related duties as assigned
Skills
- High school diploma (or GED equivalent)
- Five (5) years of office clerical work experience
- Administrative support experience
- Possession of a valid Michigan driver's license and operable, insured automobile for authorized travel
- Procedures, regulations, and processes specific and exclusive to the proper functioning of government agencies
- Departmental policies, procedures, and practices
- Modern office procedures and methods
- Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
- Principles and practices of basic bookkeeping and invoice processing
- General clerical/administrative support and secretarial processes common to office administration
- Accounts receivable and payable procedures
- Payroll processing and timekeeping
- Manual and electronic filing and record keeping procedures and retention schedules
- HIPAA and other laws or County policies for maintaining record confidentiality
- County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
- A variety of programs eligibility, enrollment and verification policies and practices
- Database applications and report writing, data mining and collection for operational review
- Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
- Providing customer service to internal and external customers via phone, email and in person
- Performing a variety of duties, often changing from one task to another of a different nature
- Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
- Organization and time management
- Assigning, prioritizing, monitoring, and reviewing work assignments
- Operating personal computers with current versions of office efficiency software and applications
- Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
- Work in an environment which embraces the county's Dignity Campaign
- Effectively speak, write and understand the English language
- Understand and carry out oral and/or written instructions
- Accurately organize and maintain paper documents and electronic files
- Maintain the confidentiality of information and professional boundaries
- Take initiative and Work independently
- Provide excellent customer service to both internal and external customers with tact and courtesy
- Make decisions in accordance with laws, ordinances, regulations, and established policies and procedures
- Prepare reports, correspondence, and documents
- Meet schedules and deadlines of the work
- Perform high level clerical/administrative related duties with a high degree of accuracy
- Lead and train staff and coworkers
- Learn new policies, practices and procedures
- Read and understand laws, rulings and other published guidance
- Handle, process and account for large sums of cash/money
- Understand and follow complex registration, eligibility and enrollment guidelines
- Bending (forward or backward bending at the waist): **O**
- Grasping, gripping, holding, clasping with fingers or hands: **O**
- Kneeling to work at low levels: **O**
- Manual Dexterity (fine finger movements i.e., keyboard operating, writing): **F/C**
- Up to 10 pounds: **F/C**
- Up to 50 pounds: **O**
- Push/Pull objects away from or towards the body: **O**
- Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended): **O**
- Sitting in a seated position during the task performance: **F/C**
- Standing in an upright position without movement: **O**
- Walking considerable distances in the facility on multiple surfaces: **O**
- Associates degree or higher
- Administrative support experience with a high level administrator
- Effectively speak, write and understand a language other than English is preferred
Benefits
- Medical, dental, and vision coverage, with no monthly premium to employees for single, two (2) person or family coverage. Health care, dental and vision benefits are effective the first day of employment.
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