Office Assistant Senior

Office Assistant Senior

Department: Public Defenders Office

Salary: $41,328.19 - $53,454.55

General

Summary:

Performs a variety of clerical and/or accounting duties, requiring an understanding of departmental operations, a high degree of accuracy, and independent judgment.

• Determines eligibility for program funding in accordance with policies and program directives.
• Performs data entry for record keeping, tracking, registration, inventory and ordering.
• Maintains inventory of perishable and non‑perishable supplies and materials.
• Updates and maintains computer records at the office, county, and state levels.
• Processes invoices as accounts payable/receivable, prepares and submits payment requests, and posts payment entries.
• Answers procedural questions regarding departmental functions, schedules appointments, sets court dates, etc.
• Assists customers in person, online, or over the telephone.
• Receives cash, processes and deposits payments for fees, fines, assessments, permits, and tax payments; prepares daily bank deposits.
• Performs bookkeeping to balance accounts, requests checks, makes journal entries, and maintains spreadsheets.
• Prepares documents and correspondence using personal computers, printers, email, and other electronic means for department heads and staff.
• Operates a variety of computer database software programs required for efficient service delivery.
• Manages petty cash operations.
• Arranges interpreter services, coordinates scheduling, and processes billing arrangements.
• Enters payroll data, runs verification reports, and allocates time to multiple funding sources.
• Audits accounts (internal/external), verifies debits/credits, applies adjustments, and updates account status.
• Reviews forms, letters, and legal documents for accuracy; corrects errors or rejects forms for resubmission.
• Maintains department records including registrations, licenses, credentials, attendance, property ownership, leases, and contracts.
• Provides office administration and phone support to staff and department directors.
• Schedules appointments, events, hearings, and meetings for staff, consultants, attorneys, and others.
• Operates standard office equipment such as computers, fax machines, copiers, scanners, calculators, and adding machines.
• Operates an automobile to perform assigned job functions.
• Performs related duties as assigned.

Required

Education:

High school diploma or GED equivalent

Required Experience: One (1) year of office clerical work experience

Required Licenses: Possession of a valid Michigan driver’s license and an operable, insured automobile for authorized travel

Preferred Education: Associate’s degree or higher

Preferred Experience: Three (3) or more years of office clerical, bookkeeping, or accounting related work experience

• Modern office procedures and methods
• Proficiency with office software and various specialty data processing applications
• Understanding of basic bookkeeping and invoice processing principles
• General clerical and administrative support and secretarial processes
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other confidentiality laws and county policies
• County, state, and departmental policies for ordering and maintaining inventory
• Eligibility, enrollment, and verification program policies
• Database applications, report writing, data mining, and collection for operational review (financial, electronic medical records, court case management, etc.)
• Interpersonal skills for effective relationships with staff and the public
• Customer service via phone, email, and in person
• Ability to handle task switching and manage multiple priorities
• Basic math skills (addition, subtraction, multiplication, division, percentages, ratios)
• Strong organization and time‑management skills
• Computer proficiency with current office efficiency software
• Data entry into various database applications for registration, enrollment, billing, inventory, and reporting
• Assigning, prioritizing, monitoring, and reviewing work assignments
• Work in a Dignity…