ADMINISTRATIVE ASSISTANT - Dept. of Transportation

Administrative Services Team Member

Position Summary As a member of the Jackson County Department of Transportation (JCDOT) administrative services team reporting to the Senior Human Resources Manager, provides administrative and customer service support. Serves as the first point of contact by answering the main phone line and assisting the public with inquiries and concerns, handles departmental mail and office supplies, and oversees the customer service database. Utilizes office equipment, schedules meetings, prepares various correspondence.

Responsibilities:

• Answers and routes telephone calls, receives and directs visitors, and responds to general questions or concerns.
• Serves as the first point of contact for JCDOT's customer service requests, internal and external to the department.
• Reviews incoming correspondence via physical mail or main JCDOT email, determines proper destination, and routes appropriately.
• Composes letters, forms, training materials, presentations, spreadsheets, templates, and other documents for JCDOT independently, or with general verbal direction.
• Oversees the department paper and office supply needs. Maintains the stocked inventory and places orders to replenish needed items.
• Schedules and arranges meetings and meeting spaces, communicates with participants, prepares agendas, mailing lists, and meeting notices.
• Establishes and maintains office filing systems, including the filing and scanning of personnel records, making employee files, and maintaining cross-index reference files.
• Coordinates the unlock-lock times for the main JCDOT entrance for holidays, after-hour meetings, and events with the County Facilities department.
• Assists the administrative services team with special projects such as payroll, accounts payables, accounts receivable, and communications.
• Works with the JCDOT leadership team and other departmental employees to collect documents and assists with preparing the monthly presentation and report for the Board of Commissioner committee meetings.
• Maintains the JCDOT leadership team calendars. Makes conference, travel, and lodging arrangements and processes reimbursement requests for the JCDOT leadership team.

Qualifications:

• High school diploma with vocational or trade school or some college, business school, or other specialized training less than an associate's degree in data/word processing, accounting, secretarial science, office management, or related area required. Associate's degree is preferred.
• Two to three years of experience in a clerical/secretarial capacity with experience and training in word processing, computer software and customer service. Prefer experience in a receptionist related setting.
• Ability to type 50 wpm.
• Possession of a valid Michigan Driver's license.
• Willing to obtain certification in CPR and notary of public license within 6 months of hire. Willing to be trained in the use of the Automated External Defibrillator.

Core Benefits (Provided at no cost): $3,000 Cash-In-Lieu of Insurance; $30,000 Life Insurance, $30,000 AD&D Long-Term Disability; Wellness Benefits; Employee Assistance Program; Paid Holidays; Paid Time Off; Paid bereavement leave; and Education Assistance of up to $3,000 annually.

Optional Benefits (cost share required): Medical, Prescription, Dental, Vision; Optional Life Insurance for employee, spouse and dependent children; Short-Term Disability; Flexible Spending Accounts (Medical and/or Dependent Care); Consumerism Card; Legal Shield & ID Shield. Full time employees are offered an Employer match of up to 5% in our Defined Contribution/401a Plan with voluntary contributions to our 457 Plan and greater than two times the employee contribution to our Retirement Health Savings Plan (RHS). The Employee contribution for the RHS Plan is $900 annually with an employer contribution of $2,050 annually.