Administrative Assistant

Job Description

This is an at-will, nonpartisan position in the Senate Business Office (SBO). The SBO oversees the general administrative operations of the Michigan Senate and includes the Facilities & Services, Finance, Human Resources, Office of the Director, Senate Information Services, and Senate Police departments. This position is 100% on site. Remote work is not an option for this position.

Under the direction of the Director of the Senate Business Office and supervised by the Business Operations & Communications Manager, the Administrative Assistant performs a variety of administrative functions, including greeting and assisting walk-in visitors and callers; drafting and proofreading communications, guides, forms, and other documents; providing high-level administrative support and assistance to the SBO Director and Deputy Director and departmental directors; and contributing to various projects and initiatives undertaken by the SBO.

ESSENTIAL JOB FUNCTIONS:

• Provides advanced administrative support, demonstrating a good understanding of technical and business terminology, as well as a deep understanding of the institution's operations, procedures, and personnel
• Provides exceptional customer service to all individuals needing access to the Senate Business Office, including answering phones, transferring calls, and providing reception support for the Senate Business Office, Finance department, and Human Resources department
• Performs routine administrative duties, including organizing, filing, distributing mail, making copies, and mailing standard correspondence
• Manages the Director’s calendar and coordinates appointments and meetings, including scheduling and preparing conference rooms
• Oversees the registration of new parkers in the Michigan Senate’s parking ramp and maintains the parking lists, cards, vouchers, documents, and other parking-related items
• Composes various communications such as memos, emails, reports, and other correspondence, thoroughly proofreading work to ensure accuracy and eliminate errors
• Coordinates various SBO initiatives and projects at the direction of SBO leadership
• Maintains the Michigan Senate’s internal website to ensure all information is up to date
• Manages the front office, copy room, kitchenette, conference room, and general office supplies/guest supplies and ensures all areas are neat, well stocked, and equipment is functioning properly
• Assumes responsibility for maintaining ongoing projects as needed

• Assists Senate Business Office directors and employees with administrative work overflow as needed
• Supports the Human Resources and Finance departments with tasks such as data entry, filing, and special projects, as needed
• Assists department directors with researching, drafting, implementing, and revising guidelines and procedures, spreadsheets, and other documents
• Assists with minor graphic design projects, as needed
• Develops and enhances administrative systems to improve efficiency
• Assists with the coordination of and provides support at various internal gatherings and Senate-wide trainings and events
• Performs all other duties as assigned by the Director of the SBO, Deputy Director of the SBO, and the Business Operations & Communications Manager

Required Education and Experience

• Bachelor’s degree preferred
• Two years or more of experience working in an office setting required
• Front office/receptionist experience preferred
• Other combinations of education and experience evaluated on an individual basis

Alternate Education and Experience

• Ability to maintain confidentiality of information
• Excellent attention to detail, with strong organizational skills and a commitment to punctuality
• Exceptional written and verbal communication skills, including the ability to draft original correspondence and knowledge of AP Style and other grammar/writing guides
• Excellent telephone etiquette and customer service skills
• Ability to use diplomacy, discretion, and judgment in disseminating information
• Proficient in Outlook, Excel, Word, PowerPoint, Acrobat, and Illustrator; willingness and ability to learn other software applications as needed
• Ability to take a proactive approach to all responsibilities, anticipating needs and independently finding solutions through high-quality, detail-oriented work that reflects positively on the SBO
• Ability to prioritize conflicting needs with excellent judgment, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures
• Ability to adapt to daily schedules and routines, and a focus on efficiency without sacrificing quality
• Ability to maintain professional composure when dealing with emotional or confrontational circumstances
• Ability to work independently and as part of a team
• Ability to work outside of prescribed work hours when necessary
• Ability to work in a professional and nonpartisan manner
• Ability to develop and maintain good working relationships with legislators and other elected officials, staff, vendors, and other agencies

Additional Requirements and Information

This job description is not intended as a comprehensive list of all of the duties required of this position. Additional duties may be assigned from time to time, and the listed duties are subject to change at any time, with or without notice.

STATUS: Salaried, with a standard benefit package
SALARY: $40,000 - $60,000, based on experience
GOVERNING CAUCUS: Nonpartisan

This is a non-civil service, at-will position.

Interested applicants, please submit a cover letter and resume with your application. Applicants who are selected for an interview will be asked to complete a skills assessment.

The Michigan Senate considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, height, weight, disability, marital status, sexual orientation, gender identity or expression, or any other legally protected status. If you are a person with a qualified disability, you may request any needed reasonable accommodation to participate in the application, testing, and/or interview process by contacting the Senate ADA Coordinator at 517-373-1675.