Office Assistant III

Salary : $34,414.43 - $45,697.81 Annually

Location : City Hall, MI

Job Type: Full Time

Job Number: 2025-0008

Department: Office of the City Clerk

Division: Office of the City Clerk

Opening Date: 04/30/2025

Closing Date: 5/29/2025 11:59 PM Eastern

Description

*Open to SEIU Salaried Members and the Public*

SEIU Salaried Members must apply within the first 14 days of this posting to be considered as an in-house candidate. Any applications received after the first 14 days will be considered with applications from the public.

Applications will be screened. Those qualified will be invited to participate in a written exam and an oral interview. Applicants must successfully pass each of the selection processes by a score of 70% or better to proceed in the process.

This posting is subject to close after 14 days

This full-time position provides primary staff support to varied functions relating to the Office of the City Clerk. The primary functions relate to complaints, records, elections, business and occupational licensing, mail processing, and direct citizen interaction.

There are three Office Assistant III positions within the Office of the City Clerk. All positions report to the Deputy Clerk as an immediate supervisor and are accountable to the City Clerk.

Major Duties

Assists general public and other city operations by handling information inquiries related to all city operations, complaints (internal/external) and providing services (i.e., Notary Public and Oath of Office.) Contact is in person, by telephone, or email.

Receives complaints and information inquiries. Records complaints in BS&A CRA module. This involves proper coding to assign the complaints to the appropriate city department/division for investigation/resolution. Follow-up on complaints/inquiries is viewed/handled within the same system.

Responsible to process licenses and certificate applications issued under City ordinance.

Performs varied clerical functions relating to overall City Clerk services such as indexing/filing official documentation based on City Council action or for official record keeping purposes; responding to routine/informational surveys; filing general correspondence/reference materials; inventory of election forms and office supplies stock, etc.

Participates in all phases of election work. Handles and maintains State of Michigan Qualified Voter Files (QVF) for the City, processes absentee ballots, assist with the assignment of election workers, preparing election supplies for election day, and any other related work as assigned.

Distributes ordinances, codes, code revision sheets, and other written communications (i.e. Council petitions), and other documents as assigned.

Research and retrieve official documents as directed.

Other related duties as assigned.

The above statements are intended to describe the general nature and level of work performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Job Requirements

High school diploma/GED equivalent with business course work.

Minimum of 2-4 years working experience in an office setting or associates degree in secretarial science in lieu of experience.

Must possess good organizational skills and have knowledge or exposure to office procedures involving a variety of simultaneous functions such as contact with people inside and outside of the organization, indexing/filing, record keeping, data entry, etc.

Ability to deal with people professionally at all levels of contact.

Must possess strong verbal, written, reading and interpersonal communication skills.

Ability to work independently and with minimum direction. Be self-motivated.

Must possess basic working knowledge of all City department/division functions, Saginaw Code of Ordinances, City Charter, and State Election laws.

Operating and functioning knowledge of routine office machines: copier, fax, multi-line telephone, and printer, etc.

Familiarization with software such as Microsoft Word, Excel, Publisher.

Must obtain Notary Public certification.

Must obtain State of Michigan certification for use of Qualified Voter File.

Supplemental Information

Required to perform those physical functions (sitting, standing, walking, bending, etc.) that relate to this position's duties.

Ability to lift up to 50 pounds as it relates to handling and preparing election equipment and supplies. Longer hours and occasional weekends are required as needed during election cycle.

Ability to operate a motor vehicle is also highly desirable.

The City of Saginaw is committed to hiring individuals who are authorized to work in the United States. All applicants must provide proof of their eligibility to work in the U.S. as required by federal law. The City of Saginaw will not sponsor visas for employment.

The City of Saginaw is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

The City of Saginaw offers a competitive benefits package to full time employees.

Blue Cross Blue Shield Health Care with low bi-weekly employee premium contributions (low deductibles and out-of-pocket maximums).

Dental Insurance and Vision Plan; 100% employer-paid premium

MERS Hybrid Retirement Plan: 2 plans in one - Defined benefit plan with the investment choice of a defined contribution plan.

Healthcare Savings Plan: Savings Plan to help you prepare for the costs of health care after you leave employment.

City-paid life and accidental death & dismemberment.

13 Paid Holidays

PTO (Paid Time Off) days based on length of service; accrual can be up to 22 days during the first year of employment.

City-paid short and Long-Term Disability Benefits

Deferred Compensation Program: Voluntary 457 and Roth IRA

Tuition Reimbursement Program

Employee Assistance Program (EAP)(Benefits are subject to change in accordance with collective bargaining agreements.)

01

What the highest level of education you have obtained to date?

High School Diploma / GED

Some College

Associate's Degree

Bachelor's Degree

Master's Degree or higher

None of the above

02

How many years of office experience do you have?

0-1 year

1-2 years

3 years or more

03

Do you possess a valid State of Michigan Driver's License?

Yes

No

Required Question