Administrative Assistant / Office Clerk / Office Assistant

Davita Inc.; Ann Arbor (MI); On-site; USD 42,000 - 49,000; Full time

Job summary

A leading company seeks an Administrative Assistant in Ann Arbor to support the Public Safety Department. The role involves managing front desk operations, ensuring smooth communication, handling records, and providing various administrative support services. Candidates should have relevant experience, a high school diploma, and proficiency in Microsoft Office.

Qualifications

• High school diploma or GED equivalent plus three years relevant work experience.
• Demonstrated intermediate proficiency in Microsoft Office programs.
• Ability to maintain confidential materials and work with minimal supervision.

Responsibilities

• Provide administrative and technical assistance to the Public Safety Department.
• Manage front desk reception and financial processing.
• Maintain records and documentation related to the Clery Act and parking regulations.

Skills

Communication

Interpersonal Skills

Customer Service

Organizational Skills

Attention to Detail

Education

High school diploma or GED equivalent

Tools

Microsoft Office

Job description

Job Title: Administrative Assistant / Office Clerk / Office Assistant

Location: Ann Arbor, MI 48105

Duration: 06+ Months Contract

Job Mode: On-Site

Pay rate: $20.77/hour on W2 Without Benefit

Shift hours: 08:00 Am - 05:00 PM (Mon - Fri)



Job description:

• The public safety technician/administrative support is responsible for receiving, evaluating, prioritizing, and directing all incoming requests.


• Ensures timely dissemination of emergency messages and provides various administrative support to the Chief of Public Safety, Departmental staff, and the Campus Resource Officers of the Public Safety Department.

Role and Responsibilities:

• Provide all administrative, secretarial and technical assistance to the Public Safety Department as assigned.


• This position is responsible for the front desk reception, financial processing, department assessment reporting, and institutional support.


• This position reports to the Chief/Deputy Chief.


• Follow all front desk and department procedures as implemented by the Chief/Deputy Chief with exceptional customer service in-person, online and on the telephone.


• Process, maintain and document all access control requests including key requests, fob requests and proxy card requests.


• Issue all items to proper college staff members as requested, maintain records and information of the Key Control System, other information systems and place key orders as needed.


• Photograph and print employee ID cards as needed.


• Disseminate monthly employee medical, student medical, crash and accident reports to designated stakeholders.


• Responsible for creating and mailing out annual Clery Act letters to outside police agencies for Clery Act crime statistics for annual reporting.


• Prepare documents and reports, coordinate information, develop and maintain databases (i.e., entering officers' Daily Activity Logs, monthly Fire Extinguisher Checks Logs, Parking Warnings and Service Requests into databases), and other services as directed.


• Maintain all records and files including confidential correspondence with staff and faculty.


• Serve as a network operator and maintain all training records in the Michigan Training Network for law enforcement officers


• Navigate the CLEMIS system to gather information and data.


• Serve as the first contact point for customers entering the DPS building.


• Receive, document, and transmit information via telephone and radio.


• Assist in the adherence to the office budget.


• Originate and track (through procurement) all purchase requisitions, including P-Card transactions, for the organization.


• Implement administrative decisions and policies as directed.


• Receive and process essential information needed for the Clery Act Public Crime Log on a daily basis, as well as post monthly crime log to website.


• Process and maintain records pertaining to the enforcement of parking regulations on campus.


• In conjunction with the Chief, maintain staff training materials, assessments and evaluations.


• Assist Chief and Deputy Chief with budget management.


• Complete Adult First Aid/CPR/AED training, Prevention of Opioid Overdoes Certification, Criminal Justice Agency Security Awareness Training levels 1 and 2, Michigan Commission on Law Enforcement Standards (MCOLES) Information and Tracking Network (MITN) operator training.


• Regular attendance on campus is required for this position.


• Other duties as assigned.

Related Duties:

• Serve as back-up for the dispatcher in short-term situations such as lunch or restroom breaks, and emergency situations.


• Responsible for making travel arrangements for all Public Safety staff, and processing requisitions related to travel expenses.


• Requisition and maintain supplies, materials, and publications as needed.


• Assist the Chief/Deputy Chief with special projects as needed.


• Perform other duties as assigned by the Chief/Deputy Chief.

Hours/Schedule:

• Monday - Friday 8a-5p with some varying hours.


• May be required to respond to campus in an emergency situation during off-duty time periods.

Minimum Required Knowledge, Skills and Abilities:

• High school diploma or GED equivalent, plus three years relevant work experience and 24 credit hours in related coursework or the equivalent combination of education and work experience.


• Demonstrated intermediate level proficiency in the use of Microsoft Office programs including Word, Excel, Access (i.e., graphs, mail merge, data sets, and statistical functions), PowerPoint, and letter composition.


• Keyboarding at 65 wpm.


• Ability to be fingerprinted and pass a background check.


• Note taking ability at 90% accuracy.


• Proficiency in spelling, basic math, filing, proofreading, data entry filing, and telephone etiquette.


• Strong interpersonal communication skills to deal effectively with the public and college personnel.


• Ability to learn and use College programs and software, including all the programs within the CLEMIS system.


• Ability to interview persons requesting service in a manner that solicits all pertinent information regarding the situation being reported and disseminate appropriately.


• Ability to appropriately handle confidential materials and information discretely and in accordance to laws and college policy.


• Ability to work with minimal supervision in a fast-paced environment.


• Ability to organize and prioritize own work responsibilities independently and in a team environment.


• Possess good judgement, organizational resourcefulness, proactive initiative to solve problems, strong customer service, attention to detail and the ability to respond to input from a variety of sources, including staff team members, students, community members and college leadership.


• Ability to maintain a positive, team-driven attitude while supporting students, colleagues and the community.