ADMIN ASSISTANT - 911

General Summary

Under the supervision of the Director of Central Dispatch, performs a variety of secretarial and administrative support tasks. Drafts and types correspondence, prepares requisitions and vouchers and assists with budget preparation, and gathers data and prepares reports. Attends meetings and takes minutes. Performs duties of a Communication Shift Supervisor as needed.

Essential Functions

1. Provides secretarial and administrative support to the Director. Receives and screens visitors, telephone calls. Types correspondence, memoranda, and reports. Prepares and maintains policy and procedure manuals and other documents. Establishes and maintains files including personnel records.
2. Attends and takes minutes for the Central Dispatch Authority, Technical Advisory Committee, and various other subsidiary committees. Prepares and disburses minutes.
3. Maintains the budgetary records and enters information to the system. Processes accounts payable by preparing vouchers and requisitions, verifies amount of invoices and account number, and submits invoices. Maintains and assists the Director with budget preparations.
4. Completes research for reports and prepares statistical records and reports.
5. Performs LEIN validations for accuracy and completeness.
6. Receives and processes applications for employment with the Authority, schedules test sites, assists in testing procedures, corresponds with applicants, schedules tests for applicants, and otherwise assists in the employment process.
7. Maintains inventory of office supplies and reorders as necessary. Maintains mailing lists and performs related support tasks.
8. Completes all training required to assist in the functions of a Shift Supervisor during emergencies, and times of staffing shortages. Performs the tasks on a routine basis sufficient to maintain skills.
9. Maintains confidentiality of personnel and administrative documents including typing of negotiations and labor relations matters.
   
   Other Functions
10. Reviews, edits and approves payroll for entire staff of the 24/7/365 operation.
11. Prepares outstanding department invoices for payment and enters into online AP system.
12. Manually completes staff schedule to accommodate for time-off requests while taking into consideration minimum staffing requirements, union agreements, and department policies. Posts overtime list and awards overtime.
13. Tracks individual staff training records to ensure compliance with Michigan State 9-1-1 Committee and the International Academies of Emergency Dispatch. Registers staff for requested and/or required training and coordinates travel
14. Completes annual reports for the State of Michigan including the Dispatcher Training Funds Application and the Report to the Legislature.
15. Manually completes staff schedule to accommodate for time-off requests while taking into consideration minimum staffing requirements, union agreements, and department policies. Posts overtime list and awards overtime.
16. Receives payments for State and local surcharges, Freedom of Information Act requests, and tower rentals; prepares advice for deposit to treasury. Maintains surcharge spreadsheet for finance department audit.

This list may not be inclusive of the total scope of job functions to be performed. Duties and responsibilities may be added, deleted or modified at any time.