Office Support Specialist 2 (CDBG-Private Sewer Repair Project)

City of Detroit; Michigan; On-site; USD 42,000 - 52,000; Full time

Job summary

The Detroit Water and Sewerage Department seeks an Office Support Specialist 2 to assist the head of a unit by handling clerical duties, data entry, and records management. This temporary grant-funded role supports daily operations, travel planning, correspondence, and invoice review with a focus on accuracy and customer service.

The position requires a high school diploma or GED and at least three years of administrative support experience, preferably in a municipal setting.

Qualifications

• High school diploma or GED is required.
• Minimum of three years of office or administrative support experience, preferably in a municipal or public utility setting.
• Familiarity with grants and billing/invoicing processes is helpful.

Responsibilities

• Answer multiline phones and maintain calendars for unit leaders.
• Prepare correspondences and reports; perform data entry and recordkeeping.
• Schedule appointments, coordinate with inspectors and contractors, and assist with travel arrangements.

Skills

Customer service

Data entry

Calendar management

Phone handling

Excel

Education

High School Diploma

GED

Tools

Smartsheet

PowerPoint

Excel

MS Word

Job description

This is not a Civil Service Position. DWSD employees are subject to provisions of Court Orders entered in United States District Court, Eastern District of Michigan, Southern Division, Case No. 77-71100 with regard to certain terms and conditions of employment. DWSD does not honor reversion rights for internal candidates.

This project is a temporary initiative funded by a grant, set to span not to exceed November 11, 2029.

Applicants for open positions at the Detroit Water and Sewerage Department must be authorized to work for ANY employer in the U.S. The Detroit Water and Sewerage Department is unable to sponsor or take over sponsorship of an employment Visa at this time.

SUMMARY:

The Office Support Specialist 2 acts as an assistant to the head of a DWSD unit. This position plans, organizes, manages and performs a variety of business operations, general and specialized administrative activities including, but not limited to answering multiline phones, maintaining calendars, making travel arrangements, handling information requests, preparing correspondences and reports, data entry, recordkeeping, conducting investigations, analyzing data, reviewing invoices and related construction documents, and evaluations for assigned unit.

ESSENTIAL JOB FUNCTIONS:

Perform clerical work. Maintain records. Complete recordkeeping, typing, transcription and similar work Check arithmetic computations and balance figures. Operate standard office equipment such as personal computers, printers, copiers, scanners, fax, etc. Perform routine correspondence in response to inquiries and complaints and handle routine contacts with other divisions or sections of the organization. Possess a valid Michigan Driver’s License and the ability to drive a motor vehicle on all terrain. Follow security and safety policies and procedures in carrying out work duties. Provide on the job training.

RELATED JOB FUNCTIONS:

Provide information to the public regarding grant policies and procedures. Schedule construction appointments with residents of Detroit. Maintain daily communication with inspectors and contractors. Attend community meetings. Navigate, create, maintain and manage reports in Smartsheet, PowerPoint and Excel. Handle municipal billing and review contractor invoicing and supporting documentation. Maintain materials and supplies for the office. Perform non-technical research. Position may be called upon to direct specific project activities or to work as a team member. Perform related work duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF

• Routine clerical operations
• Office dynamics and organizational structure
• Data management systems
• Complex clerical operations
• Basic business and statistical concepts
• Job-specific tasks, processes and assignments
• General understanding of grants
• Microsoft Excel
• Billing and invoicing processing

SKILL TO

• Type, enter data and file efficiently
• Articulate professionally with customers in person, by phone and e-mail
• Operate office equipment
• Interact well with departmental staff and vendors
• Analyze information and compile data

• Use advanced technology

ABILITY TO

• Interact with customers in person, by phone and email
• Understand and follow verbal and written instructions
• Create formulas, tables, and dashboards in Microsoft Excel
• Communicate effectively, both verbally and in writing
• Maintain regular and reliable attendance
• Assist departmental staff in the completion of complex tasks
• Identify system errors and make corrections
• Prepare and audit complex documents
• Develop proficiency in unit specific operations and software
• Work effectively in a team-based, flexible workforce with minimal supervision
• Perform more complex clerical and office work such as billing activities and invoicing activities
• Provide information on a variety of subjects requiring considerable knowledge of the subject matter or of the department where considerable familiarity with work processes is required
• Complete specialized assignments requiring extensive knowledge of the departmental mission, processes, policies, and procedures
• Communicate with employees, customers and other individuals to answer questions, disseminate or explain information and address complaints
• Independently analyzes issues in order to determine the proper method for resolution
• Attend and take notes at meetings

REQUIRED EDUCATION AND EXPERIENCE (position requirements at entry)

• High School Diploma or GED
• Minimum of three (3) years of office or administrative support experience preferably in a municipal or public utility work environment

ESSENTIAL REQUIREMENTS

Physical Requirements:

The physical demands described here are representative of those that must 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.

This position may require sitting and standing for prolonged periods of time, light to moderate lifting, reaching, pulling, and carrying. Manual dexterity and audiovisual/linguistic acuity is required.

Environmental Working Requirements:

Work is performed in an office or plant environment with exposure to computer screens, noise, large moving equipment, and vehicles, potentially hazardous substances, fumes, and airborne particles in the plant. Work may be performed in confined spaces, hazardous areas that require respiratory protection and personal protective equipment (PPE), and under slippery and wet conditions.

OTHER REQUIREMENTS

Valid Michigan Driver’s License

Ability to work irregular hours, to commute to DWSD facilities and work sites, and respond to after hour emergencies and on-call responses

The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position to position. Employees in this class are required to undergo alcohol and drug screening and are subject to a criminal background investigation.