Office Support Specialist 3 (Field Engineering)

Posting number: MF-082026-501047

Department: Water Department

Job classification: Office Support Specialist 3

Posting type: Open

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Engineering, Water Agency, Office and Administrative Support

SummaryThis is not a Civil Service Position.  DWSD employees are subject to provisions of Court Orders entered in United States District Court, Eastern District of Michigan, Southern Division, Case No. 77-71100 with regard to certain terms and conditions of employment.  DWSD does not honor reversion rights for internal candidates. 

Applicants for open positions at the Detroit Water and Sewerage Department must be authorized to work for ANY employer in the U.S. The Detroit Water and Sewerage Department is unable to sponsor or take over sponsorship of an employment Visa at this time.

SUMMARY:
The Office Support Specialist 3 acts as an assistant to the head of a DWSD unit on the adoption and execution of business processes that affect the delivery of capital infrastructure. This position plans, organizes, manages and performs a variety of business operations, general and specialized administrative activities including, but not limited to answering multiline phones, maintaining calendars, making travel arrangements, handling information requests, preparing correspondences and reports, data entry and recordkeeping. This position performs the most complex and sensitive administrative support duties with responsibilities assigned that emphasize the execution of administrative detail assisting a department manager in making maximal effective use of time.

Examples of dutiesESSENTIAL JOB FUNCTIONS:
Perform administrative work and maintenance of records within the computer maintenance management system (CityWorks) and project management information system (e-Builder) that DWSD uses to support its operations and claims. Complete recordkeeping, typing, transcription and similar work. Design, Quality Control and utilization of BOX document management by business unit. Experience with tasks performed by engineering and operational business units, attendance of applicable CIP co-ordination meetings, adoption of software and QC of meeting minutes. Check arithmetic computations, balance figures, understand work order sequences and documentation needed to support legal division on claims made by 3rd parties. Operate standard office equipment such as personal computers, printers, copiers, scanners, fax, etc. Maintain calendars for departmental staff. Schedule tours, trainings and meetings. Perform routine correspondence in response to inquiries and complaints and handle routine contacts with other divisions or sections of the organization. Possess a valid Michigan Driver’s License and the ability to drive a motor vehicle on all terrain. Follow security and safety policies and procedures in carrying out work duties. Provide on the job training regarding departmental standard and operating procedures.

RELATED JOB FUNCTIONS:
Provide information to the public regarding departmental policies and procedures. Tracking of schedules and milestones for updates to project management documents and standard operating procedures used for engineering scopes of work. Creating requisitions in Oracle Fusion and follow-ups with procurement team. Make travel arrangements. Arrange for calibration of equipment used within system monitoring. Maintain materials and supplies for the office. Perform non-technical research. Position may be called upon to direct specific project activities or to work as a team member. Perform related work duties as assigned.
QualificationsREQUIRED KNOWLEDGE, SKILLS AND ABILITIES
KNOWLEDGE OF:
• High level clerical operations
• Oracle fusion
• GIS and collector applications
• CityWorks and daily reports
• Industry performance indicators
• Office dynamics and organizational structure
• Data management systems via BOX,
• DWSD Claims process and requirements
• Complex clerical operations
• Basic business and statistical concepts
• Job-specific tasks, processes and assignments
• Prioritization
• Information systems and job-related expertise

SKILL TO:
• Type, enter data and file efficiently
• Manage office environment, inventories and supplies
• Operate office equipment
• Interact well with departmental staff, customers and vendors
• Analyze information and compile data
• Use advanced technology

ABILITY TO:
• Attend a variety of meetings; prepares and compiles agenda packets; takes and prepares minutes; disseminates information, as appropriate.
• Establishes and maintains a variety of department filing systems, databases, records and rosters; organizes and maintains various administrative, reference and follow-up files; purges files as requested; prepares various documents for filing and indexing.
• Understand and follow verbal and written instructions
• Communicate effectively, both verbally and in writing
• Establish and maintain effective working relationships with others
• Effectively utilize appropriate security and safety equipment and procedures
• Maintain regular and reliable attendance
• Communicate frequently with team members and other units across the Department about process, equipment or potential problems
• Make arithmetic computations with speed and accuracy
• Assist departmental staff in the completion of complex tasks
• Prepare and audit complex documents
• Direct team activities or to work as a team member
• Develop proficiency in unit specific operations and software
• Work effectively in a team-based, flexible workforce with minimal supervision
• Initiate new office procedures
• Initiate actions for the settlement of problems falling outside of routine procedures
• Perform more complex clerical and office work such as billing activities, the recording of cost data in the preparation of work schedules for field employees, the coordinating of activity records for the preparation of periodic or special reports
• Assist in the preparation of the division's budget
• Determine content of correspondence or reports
• Complete specialized assignments requiring extensive knowledge of the departmental mission, processes, policies, and procedures
• Assist with conducting research; compiling data; and preparing comprehensive statistical and narrative reports utilizing CityWorks, E-Builder and other DWSD system applications
• Communicate with employees, customers and other individuals to answer questions, disseminate or explain information and address complaints
• Coordinate between different department staff members and managers
• Make travels arrangements and maintain calendars
• Plan, schedule, review and assign the work of a group
• Compile and provide documentation to assist in drafting a responds to complaints or issues from internal departments; Director’s Office; and/or BOWC
• Perform specialized assignments requiring extensive knowledge of the departmental mission, processes, policies, and procedures

REQUIRED EDUCATION AND EXPERIENCE (position requirements at entry)
• Associate’s degree in or equivalent coursework of 60 credit hours OR
• High School Diploma or GED with four (4) years of experience in related field
Supplemental informationESSENTIAL REQUIREMENTS
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
This position may require sitting and standing for prolonged periods of time, light to moderate lifting, reaching, pulling, and carrying. Manual dexterity and audiovisual/linguistic acuity is required.
Environmental Working Requirements:
Work is performed in an office or plant environment with exposure to computer screens, noise, large moving equipment, and vehicles, potentially hazardous substances, fumes, and airborne particles in the plant. Work may be performed in confined spaces, hazardous areas that require respiratory protection and personal protective equipment (PPE), and under slippery and wet conditions.

OTHER REQUIREMENTS

Valid Michigan Driver’s License
Ability to work irregular hours, to commute to DWSD facilities and work sites, and respond to after hour emergencies and on-call responses
The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position to position. Employees in this class are required to undergo alcohol and drug screening and are subject to a criminal background investigation.