Part-Time Administrative Assistant

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Admin Support Portage, MI, US

4 days ago Requisition

Salary Range: $18.93 To $24.34 Annually

The City of Portage is looking for an organized, detail oriented Administrative Professional to join our Police Division! This position provides back-up support to the Chief’s Administrative Assistant and other full-time administrative staff within the Public Safety Division.

What You'll Do:

• Maintain a high level of confidentiality of all material assigned.
• Answer, screen and direct telephone calls to include taking messages, providing requested information, and responding to citizen concerns and complaints.
• Greet visitors and receive callers, including emergency calls, and answer specific questions or direct to appropriate area or person.
• Read and route incoming mail; prepare outgoing mail and correspondence, including email and faxes; deliver and gather mail from City Hall as requested.
• Responds to requests for information regarding Public Safety services from department heads, employees and citizens.
• Compose and type routine correspondence into final copy quality document using current technologies. Transcribe notes or recordings as required.
• Collect data and prepare departmental reports assigned.
• Prepare agendas for various staff meetings, attend staff meetings and publish staff meeting notes as required.
• Assist with data collection and preparation of the departmental annual report.
• Assist in the processing of payroll hours, balance the batch numbers and prepare the related reports as needed.
• Assist the administration in the use of the Civic Clerk System used city wide for processing city council agenda items.
• Maintain records of all personnel complaints, internal affairs, policy reviews, lawsuits, and other relevant data.
• Assist with the collection, organization and maintenance of documents and data associated with both police and fire division accreditations.
• Assist in the compilation of reports, data entry, and participate in the annual process for the departmental budget.
• Process the field purchase order requisitions.
• Maintain records on office activities, including petty funds.
• Organize and maintain a complex file system and file correspondence, records and reports.
• Assist the records department in the processing of FOIA requests and other work as assigned.
• This position requires the employee to work onsite.

What We're Looking For:

• High school diploma or GED and one to three years of related experience and/or training or equivalent combination of education and experience.
• Associate’s degree in an appropriate field is preferred.
• Must have excellent organizational and time-management skills.
• Must be able to pass an extensive background check and drug/alcohol screen.

Why Join Us:

• Join a collaborative, hardworking team of professionals dedicated to serving the citizens of Portage.
• 28 hours a week, Monday – Thursday, 8:00 A.M. to 2:00 P.M., Friday, 8:00 A.M. to 12:00 P.M.
• Hourly rate is $18.93 - $24.34/hour, commensurate with experience.

Here is How to Join Us:

• Apply in person at Portage City Hall/Human Resources. 7900 S. Westnedge Avenue.
• Questions? Contact Human Resources at  or text .

It is the policy of the city to afford equal employment opportunity regardless of race, religion, color, national origin, sex, age, marital status, height, weight, disability, sexual orientation or gender identity;
Positive action shall be taken to ensure the fulfillment of this policy.