Administrative Assistant III

City of Livonia; Livonia (MI); On-site; USD 58,000 - 65,000; Full time

Job summary

City of Livonia is seeking an Administrative Assistant III to support the Mayor’s Office. The role requires handling confidential information, preparing e-agenda items, drafting official communications, and assisting with community projects.

Strong MS Word/Outlook skills and a minimum three years of admin experience are essential. Starting salary ranges from $58,260.80 to $64,771.20 annually with adjustments after six months and one year; eligibility list created after a qualifying exam and

Qualifications

• High school diploma or GED required with three years of secretarial/admin support in the last six years.
• Proficiency in Word and Outlook; strong written and verbal communication skills.
• Knowledge of Microsoft Office Suite and standard business communication.
• Ability to manage time, prioritize tasks, and handle confidential information.

Responsibilities

• Prepare and process e-agenda items by Electronic Information Transmittal.
• Compose letters, memos, official documents, reports for the Mayor.
• Assist the Mayor with community service projects and research.
• Handle inquiries from citizens in person or by phone with follow-up.
• Schedule meetings and manage accompanying paperwork.
• Reserve rooms and set up meetings and activities for Leadership Staff.
• Oversee petty cash and payroll processing; process PO requests.
• Maintain office equipment and related duties as assigned.

Skills

English proficiency

Written and verbal communication

Attention to detail

Problem solving

Education

High school diploma or GED

Tools

Microsoft Office Suite

Outlook

Job description

$58,260.80 - $64,771.20 Annually

• Starting Salary: $58,260.80
• After Six Months of Successful Employment: $59,155.20
• After One Year of Successful Employment: $60,195.20
• Maximum salary is achieved after three successful years of employment.

NOTE: Annual salary adjustments may also occur, based on collective bargaining agreements.

An employee serving in the classification of Administrative Assistant III in the Mayor’s Office must have the knowledge, experience, and skills to interact with government officials, other departments, and the public within a confidential office.

An employee in this classification:

• Prepares and processes e-agenda items by Electronic Information Transmittal
• Composes and types letters and memos, official commendations, proclamations, reports, and other written copy for the Mayor
• Assists the Mayor in various community service projects in which the Mayor is involved
• Conducts research
• Handles inquiries and concerns from citizens in person or by telephone with requisite follow-up
• Schedules Personnel Review Committee meetings and administers the accompanying paperwork
• Reserves rooms and does set-up for the Leadership Staff Meetings, as well as other meetings and activities
• Oversees the petty cash account
• Prepares payroll and processes purchase orders
• Oversees and/or arranges for maintenance of office equipment; and
• Other related duties necessary or as assigned

1. Be a citizen of the United States or a resident alien with the right to work in the United States; and
2. Have a high school diploma or a valid equivalency certificate; and
3. Have a minimum of three years of full-time, paid secretarial or administrative support work experience within the last six years. (Equivalent part-time experience may be substituted for full-time experience); and
4. Have a minimum of three years of work experience utilizing Microsoft Word and Outlook.

PARTS OF EXAMINATION AND WEIGHTS

Written Test - 50% Interview - 50%

NOTE: A maximum of 10 applicants who score the highest on the written test will be invited to the interview. If three applicants or fewer pass the written test, the external interview panel will be waived, and the parts of the examination and weights will be 100% written test. Applicants must pass the written test and interview in order to be placed on the eligible list.

Knowledge:

• Microsoft Office Suite tools
• Standard business communication
• Time management and work prioritization

Skills:

• Proficiency in English, grammar, spelling and arithmetic
• Quality written and verbal communication
• Attention to detail
• Problem solving

Ability To:

• Interact professionally and effectively with colleagues, and the public
• Maintain confidentiality of the office
• Shift priorities as needed
• Be a self-starter
• Maintain clerical records and compile reports from this information
• Work in a collaborative, team environment
• Take direction

NOTE: At the time of appointment, applicants are required to pass a pre-employment medical examination conducted by a physician authorized by the City of Livonia.

PURPOSE: The purpose of this examination is to establish an eligible list to fill current, future, regular, and/or temporary vacancies.

PROBATIONARY PERIOD: Appointees must satisfactorily complete a six-month probationary period before the appointment will be considered regular.