General Office Assistant for MDOT

Process MRO incoming/outgoing mail daily, accurately weigh, and stamp mail using the postage meter machine, deliver the metered mail to the outside mail receptacle, and retrieve daily incoming mail, date stamp, and accurately disseminate. Process Statewide Integrated Governmental Management Application (SIGMA) financial related activities such as, but not limited to processing/creating direct orders, purchase orders, Payment Request-Commodity Based (PRCs), P-card transactions, and related financial tasks.

Job Details:
There is only 1 opening, but the person will need to work between two locations.
A General Office Assistant is needed with advanced general office assistant skills, a professional front desk presence, strong customer service experience, and proficient computer skills.

Hours: Monday through Friday, 7:30-4:30
Start date: ASAP
End date: no end date provided, at least three months with possibility of extensions

Locations:
Metro Region Office (Monday through Thursday)
18101 W. 9 Mile Rd
Southfield, MI 48075

Detroit Welcome Center (Fridays only, possibly remote)
2835 Bagley Avenue, Ste. 100
Detroit, MI 48216

Duty 2: Perform clerical support functions for Metro Region.

• Assist and support the facilities coordinator by being the point of contact when they are not on site by being the intermediary with vendors and relaying information.
• Serve as backup for updating the monthly organization charts, MRO All, and MR distribution and phone lists.
• Oversee pool vehicle calendars, retain log of pool vehicles, collaborate with Facilities Coordinator to ensure all binder information is updated in a timely manner.
• Process Michigan ID Card Access Request Process (MICARP) requests for MRO's employees, Interns, and guest hoteling.
• Order business cards, name plates, janitorial/office supplies, including United Parcel Service (UPS), Staples, Amazon, etc. for Executive area.
• Monitor the Administrative Invoice email box to process invoices/bills for payment.
• Process Statewide Integrated Governmental Management Application (SIGMA) financial related activities such as, but not limited to processing/creating direct orders, purchase orders, Payment Request-Commodity Based (PRCs), P-card transactions, and related financial tasks.
• Answer Ambs Call Center emails, screen and direct emails to appropriate individuals or assist callers, damage claim and pothole inquires.
• Process damage and pothole claims by distributing to Transportation Service Centers (TSC) or proper party by date stamping and accurately disseminating.
• Monitor and maintain the damage claim/pothole email box, update the spreadsheet and retrieve/compile data and prepare damage claim/pothole report for disseminating to region leadership and the Attorney General's office.
• Log and submit monthly Accounts Payable (AP) payments and records associated with requests or inquiries routed for action.
• Serve as backup to the Workforce Technician with the outreach, program development, monitoring, and timekeeping.
• Serve as backup to the Business Needs Analyst by requesting State of Michigan (SOM) accounts, ordering phones, laptops, etc.

 

Duty 1: Perform general office duties for the MRO.

• Help individuals or assist callers with inquiries.
• Greet, direct, and interact with visitors and answer general inquiries.
• Oversee the reception area by keeping up-to-date publications, maps, general information, and disperse MDOT materials (maps, brochures, directories, etc.)
• Order receptionist area supplies.
• Gather and/or ensure Pool vehicle data from employees are accurate, procure signature on travel logs from managers, and provide data to appropriate parties timely.
• Process MRO incoming/outgoing mail daily, accurately weigh, and stamp mail using the postage meter machine, deliver the metered mail to the outside mail receptacle, and retrieve daily incoming mail, date stamp, and accurately disseminate.
• Reserve and maintain pool vehicles, conference rooms, and miscellaneous staff equipment, retain log of pool vehicle whereabouts and adhere to maintenance upkeep requests.
• Reserve conference rooms as required, maintain working knowledge of the A/V equipment and Wi-Fi information, assist conference guests when needed, maintain clutter free conference room and receptionist area.
• Keep confidential documents and information secured.

 

EDUCATION:
Education typically acquired through completion of high school.

KNOWLEDGE, SKILLS, AND ABILITIES:

Skills in:

• customer service.
• computers (especially Microsoft Word, Excel, and Outlook).
• organization.

Ability to:

• work under stressful situations.
• follow instructions.
• read and interpret maps to provide directions.
• make independent decisions.

CERTIFICATES, LICENSES, REGISTRATIONS:
Possession of a valid Driver's License is required.

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