Senior Administrative Assistant

City of Bay City

Full Time - Senior Administrative Assistant

Public Safety Department - Non-Union

JOB SUMMARY

The Senior Administrative Assistant to the Public Safety Director is responsible for a variety of complex and confidential administrative activities. Responsibilities include, but are not limited to, administrative and clerical support; dealing with the public; and supporting the Public Safety Director and other command staff, executive calendar management, marketing efforts, community engagement and special projects.. Work requires the exercise of initiative, independent judgment, and discretion in handling confidential information.

JOB DUTIES AND RESPONSIBILITIES
An employee in this position may be called upon to do any or all of the following essential functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the class. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1.Provides executive administrative support to the Public Safety Director, Deputy Director, Command Staff, and designated department personnel.
2.Maintains confidential personnel, disciplinary, labor, promotional, retirement, and employment records, providing necessary digital copies to the Human Resources Department.
3.Assists in the hiring of new employees including following the department's hiring checklist, preparing new hire packets, scheduling interviews, coordinating testing and timelines with Human Resources and maintaining correspondence with applicants.
4.Coordinates promotions, transfers, retirements and separations.
5.Maintains electronic timekeeping, leave balances, overtime reporting, and attendance records.
6.Assists with preparation, monitoring, and reconciliation of departmental budgets, purchase orders, invoices, accounts payable, procurement, and contracts.
7.Maintains MCOLES records and certifications; prepares required state reporting and compliance documentation.
8.Assists with coordination and supports departmental accreditation efforts and maintains regulatory, policy, and compliance documentation.
9.Prepares statistical reports, annual reports, executive summaries, spreadsheets, presentations, and correspondence as requested.
10.Maintains departmental records retention systems in accordance with applicable laws and City policy.
11.Coordinates community programs, academies, volunteer initiatives, ceremonies, and public safety events.
12.Coordinates public information and marketing efforts by creating and maintaining website and mobile app content, social media, graphic design, marketing materials, press releases, community outreach, and public education campaigns using Canva or similar graphic design software.
13.Researches, compiles, and analyzes information for management decision-making and special projects.
14.Coordinates executive calendars, meetings, travel arrangements, agendas, correspondence, presentations, and special events.
15.Develops and maintains effective working relationships with City administration, department personnel, legal counsel, elected officials, law enforcement agencies, courts, educational institutions, vendors, community organizations, and members of the public while serving as professional representatives of the Department.16.Maintains the highest level of confidentiality while exercising sound professional judgement in prioritizing work and coordinating departmental operations.
17.Performs related duties as assigned.

MINIMUM JOB REQUIREMENTS

The requirements listed below are representative of the knowledge, skills, abilities, and qualifications necessary to perform the essential functions of the position.

• Considerable knowledge of business English, spelling, punctuation, and arithmetic.
• Demonstrated use of correct vocabulary skills. Excellent oral communication and telephone skills.
• Advanced proficiency with Microsoft 365 applications including Word, Excel, Outlook, PowerPoint, Teams, and Adobe Acrobat.
• Experience using software such as Tyler Technologies (New World), PowerDMS, payroll and timekeeping, document management, and financial systems preferred.
• Experience creating professional reports, presentations, marketing materials, and digital communications preferred.
• Records management, public records requirements, municipal operations, and office administration principles.

•   Ability to keep complex records, assemble and organize data with an extreme amount of confidentiality.
  • Ability to greet and deal with the public courteously and tactfully, and to maintain effective working relationships with fellow workers, City officials, attorneys, and the public.
  • Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
  • Ability to maintain strict confidentiality involving personnel, legal, labor, medical, and criminal justice information.
  • Ability to successfully complete a comprehensive background investigation, pre-employment physical, and drug screening.

Education/Experience:
• Associate's degree in business/public administration, or a related field preferred. Equivalent combination of education and progressively responsible experience may be considered.
• Minimum of three years of increasingly responsible administrative experience, preferably within municipal government, public safety, law enforcement, or a similarly regulated environment.
• Excellent written and verbal communication, organizational, customer service, and interpersonal skills.
• Must possess and maintain a valid Michigan driver's license.

Please see the full job description for more information.