New Job Posting In Dearborn Heights..

The Mayor is asking for a new Executive Secretary, it’s  more like asking for a Super Executive Secretary, and that’s his right as he so often points out to us. Read the Summary, and the Main Task below, and lets talk.

Source: City of Dearborn Heights web site.

City of Dearborn Heights
Job Description for:
Mayor’s Office – Executive Secretary

Summary: Position requires the highest degree of confidentiality and ability to handle multiple tasks at the same time. The position reports directly to the Mayor and the Mayor’s Assistant. An employee in this position must
demonstrate integrity, honesty, loyalty, compassion and empathy towards the residents, and assertiveness. This position also requires the employee to be an ombudsman, hostess, and confidant.

Main Tasks:
1. Prepare invoices, reports, memos, letters, other documents, using word processing, spreadsheet,database, or presentation software.
2. Answer phone calls and direct calls to appropriate parties or take messages.
3. Conduct research, compile data, and prepare papers for consideration and presentation by Mayor.
4. Greet visitors and determine whether they should be given access to specific individuals.
5. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
6. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
7. File and retrieve documents, records, and reports (such as the daily police and fire/rescue runs).
8. Open, sort, and distribute incoming correspondence, including faxes and email.
9. Prepare the schedule for the Mayor and maintain the Mayor’s contact list
10.Track department head vacation schedules and maintain the Mayor’s personnel roster
11.Track various City commissions/boards and prepare appropriate appointment/reappointment letters
as necessary
12.Collect documents for City Council agendas for review by Mayor
13.Other administrative tasks as assigned by the Mayor or Mayoral Assistant

Ok now that you have had a chance to look at it, I have a few itty bitty questions, if you would allow me.

The job is for an Executive Secretary  for the Mayor, then why is this new person going to have to report to the assistant mayor?  (The position reports directly to the Mayor and the Mayor’s Assistant.)

Next some of the duties listed here I would think are the duties of the Mayor’s Assistant to start with like # 3. Conduct research, compile data, and prepare papers for consideration and presentation by Mayor. (I would think this is one of the things we are paying the Mayor’s Assistant for.)

I would all so think this would be a job for the Mayor’s Assistant, (1. Prepare invoices, reports, memos, letters, other documents, using word processing, spreadsheet,database, or presentation software.)

The best one of all is #13 Other administrative tasks as assigned by the Mayor or Mayoral Assistant. So know our Mayoral Assistant gets an exec secretary, nice.With this one she can ask them to do anything she wants them to do.

Could someone please, please, please, tell me what our assistant mayor’s job is? What are her qualifications to hold that job, and why would she have any say over an exec secretary hired for the Mayor? What it should say is

Mayor’s Office, and Mayor’s Assistant – Executive Secretary

This is not right, once again he want’s to pull a fast one on us, hire someone for you Mr. Mayor, but you have an assistant, that should be doing some of these tasks, if she is not, why not.

Take a look at the Skills asked for:

Skills:

·Clerical — Knowledge of administrative and clerical procedures and systems such as word processing,managing files and records, stenography designing forms, and other office procedures and terminology.

·English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

·Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

·Computers and Electronics — Knowledge of electronic equipment, computer hardware and software, including applications and programs.

·Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

·Reading Comprehension — Understanding written sentences and paragraphs in work related documents.

·Time Management — Managing one’s own time and the time of others.

·Speaking — Talking to others to convey information effectively.

·Writing — Communicating effectively in writing as appropriate for the needs of the audience.

·Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

·Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.

·Coordination — Adjusting actions in relation to others’ actions.

·Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

·Service Orientation — Actively looking for ways to help people.

·Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, coworkers, and subordinates by telephone, in written form, e-mail, or in person.

·Interacting With Computers — Using computers and computer systems (including hardware and software) to enter data or process information.

·Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

·Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.

·Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.

·Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to residents/public, vendors, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

·Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize,organize, and accomplish your work.

·Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

·Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating,recognizing differences or similarities, and detecting changes in circumstances or events.

·Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. City employees are required to serve citizens in a tactful, courteous manner at all times.

The skills list is extensive, how much of it was written by the Assistant to the Mayor, we will never know. It’s good to ask for so much in hopes of getting those things, but while you look, and read this list ask yourself if our Mayor Assistant should not have all of these skills to? Really look, and read it they are all skills the Mayor’s Assistant should possess?, Again I ask what does our Mayor’s Assistant do, (she runs the NSP program, and from all indications, I can see they spend more money administrating the program then on anything else.) That’s a post for another day,

Qualifications:
Minimum 3-5 years in an executive secretary/administrative position (municipal experience preferred)
or 60 hours of college credit in business related courses.
Must type 50 WPM
Possess a high degree of professionalism and the ability to maintain composure and confidentially.
Must pass typing test, written civil service exam followed by an oral interview.
Must pass drug screening, background check, and post-offer physical exam.
Employee will be subject to a 12-month probationary period.

They must pass written civil service exam, the top 3 names will be submitted to him, but here’s the question, can he not dismiss the top 3 for any given reason, after the oral interview that I am sure the Mayor, and the Assistant Mayor will be giving. Then he can go to the next three, and so on down the list until he gets to the name that he’s really looking for.

I wish the Mayor, and his Assistant, all the best in their quest to hire their Super Executive Secretary Let me know what you think, Oh before I forget, is this person going to get cell phone allowances later on, and maybe even a car if they need it?

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15 thoughts on “New Job Posting In Dearborn Heights..”

  1. Just wanted to say hello someplace. Found you guys through google. Hope to contribute more soon!
    -Cafeagrire

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  2. There has been talk of such a thing, have yet to hear anyone organizing it, but that does not say it’s not being looked into.

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  3. I would think that there is something so wrong with the way this women was moved, but the fact still remains that nothing was done, and still is not being done. Oh this was not a favor to anyone this was done for other reasons, I can not say what they are, but there are many people who know the reason why. If they needed someone in the appraisers office they should have posted the job, and let people apply for it you’re right. I hate what is going on, but I hate more that people are not saying anything about it.

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  4. You misunderstood. When the mayor’s office went from 2 secretaries to just the 1, they gave her a big increase in salary. From what I know, now that she’s some sort of appraiser, her salary is what it was in the mayor’s office. It’s still not right. How can you just move someone from one office to another (just because you don’t like her?), making the same salary, without being tested or without others having the opportunity to apply? Sounds like another “favor” for somebody? It seems that this trend is becoming all too common.

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  5. Incognito

    Nice to hear from you, I don’t think she got a huge increase in salary I think her salary was raised to the same amount it was when she was in the Mayors office. I will try to find out for you, but when the Mayor first took office, that assistant job was getting around 30,000.00 some a year. and now her time is being calculated @ $28.00 an hour, you can do the math, around 58,000.00 a year, as for city council do not know if they council has to approve this or not will find out for you.

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  6. From what I’ve heard, they used to have two secretaries in the Mayor’s office and gave the new secretary (the one that was hired correctly and then moved to the Assessor’s Office) a HUGE increase in salary so they could have only one secretary in there. (If there was that much work, they should’ve kept both secretaries, right)? Then they move her? Seems to be a crazy waste of money and completely against civil service rules. Now, they’re hiring a new one and still have part time workers in there? What in the world is going on?

    As for the excessive pay increase for the assistant, from what I heard, her salary increased 30% in the first year alone. In my entire life, I’ve never heard anybody getting such a generous raise. Must be nice. Especially in this economy with so many people out of work! Can you find out if that information is correct? I’m sure it had to be approved by the city council, right?

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  7. Yes there has been, and there was a secretary in the office when he got there, and she was civil service, he had her moved,to another department. This assistant started out around 30,000.00, and she is now at around 60,000.00 a year 100% in five years. Not including a car, and benefits. oh, and by the way the assistant to the last Mayor did not get a car, ask her she sits on city council. Maybe the workload does require more than one person, but the job for exec sec should not have to report to the assistant to the Mayor, nor should they be doing what I would think is the assistant to the Mayors duties oh that’s right we do not know their duties its at the discretion of the Mayor. That’s how I see it anyway, and I could be wrong I’m the first to admit that make a case, and I will listen to what you have to say, but do not be so hasty with my money is all I’m saying.

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  8. There has been a mayoral assistant and a secretary for a long time now hasn’t there? Maybe the workload requires more than one person.

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  9. To my knowledge there is no job description for the Mayor’s assistant. Because it is an appointed position in that office the person works at the pleasure and direction of the Mayor. Maybe pleasure is not the right word with this Mayor??? In the past the newly elected Mayor brings in his/her own assistant. Because the secretary is a Civil Service Job that position stays on even when there is a newly elected Mayor.

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  10. In My Opinion,
    Oh I’m not complaining about the requirements, am asking if the assistant to the mayor is not suppose to be doing many of these duties, and should the assistant to the mayor not have all of these skills, and more. Not a thing wrong with the job description, but why does the assistant to the mayor have any say over a exec sec to the Mayor? I for one would like to see the job description for the Assistant to the Mayor Job, and the skills required for that job. Think about it the Mayor has, an assistant what are the duties of the assistant, this assistant pulls down a salary of almost $60,000.00 a year plus benefits, and a car, now add another $32,000.00 for exec sec, and two part time sec in his office wow. As always look forward to your opinion, and am so happy to have you here, until next time
    drheights48127

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  11. That looks pretty standard to me. I bet if the job description had easier requirements you would be complaining as well.

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