Job Information
City Of East Grand Rapids Administrative Coordinator in East Grand Rapids, Michigan
Administrative Coordinator
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Administrative Coordinator
Salary
$41,898.00 - $53,474.00 Annually
Location
East Grand Rapids, MI
Job Type
Full-time
Job Number
00146
Department
Public Works Department
Division
Engineering
Opening Date
01/22/2025
Closing Date
2/16/2025 11:59 PM Eastern
Description
Benefits
Description
Under the supervision of the Assistant City Manager, coordinates and participates in the day-to-day administrative activities of the department. Supervises clerical staff, performs routine and complex administrative duties, and serves as the Recording Secretary to the Planning Commission, Zoning Board of Appeals and other committees as assigned.
WHY WORK FOR US?
*Friendly coworkers with a team-oriented culture
Safe work environment
Monday through Friday schedule
Diverse job responsibilities
EXCELLENT BENEFITS
Defined Contribution Plan (401a) - The City contribution is 15% of wages, the employee contribution is 1%.
Health insurance plan -The employee contribution is 10% of the state's hard cap. The City funds a Health Reimbursement Account (HRA) or Health Savings Account (HSA) to pay for medical expenses.
*Retiree Health Savings Program (RHSP) - The City contribution is 1.5% of wages, the employee contribution is 1.5% of wages.
Paid time off - vacation, personal, and sick leave plus holiday pay.
Refer to the Benefits tab for more information.
Essential Job Functions
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
Coordinates and participates in the day-to-day administrative activities of the department; Assigns work, coordinates priorities, schedules meetings, and provides training
Greets and assists visitors, and receives screens, and directs phone calls
Responds to routine and complex resident and customer inquiries and assists the public with a broad range of department issues and needs
Investigates complaints, resolves standard issues independently, and coordinates more complex issues with the department director
Serves as the Recording Secretary to the Planning Commission, Zoning Board of Appeals and other boards or committees as assigned
Prepares agendas and meeting materials, coordinates and sets up meeting locations, and takes minutes of the meeting activities; Prepares notices and resolutions for distribution as appropriate
Prepares invoice requests for the City’s tree program and other miscellaneous billings; Prepares and forwards invoice monies and invoice requests to Treasury for processing; Accepts payments and issues receipts for utility bills, permits, and other receivables
Assists with zoning administration activities; Accepts permits, responds to standard zoning and code questions, issues certificates, assists with the completion of forms and applications, prepares documents for approval, and ensures related payments are made.
Administers department database systems related to building and public works activities; Enters permits, complaints, variances and other data into the system and assigns appropriate staff to follow up
Maintains inventory of office supplies and places orders as needed according to established purchasing procedures
Prepares documents, forms, and reports
Maintains absolute confidentiality of sensitive information, personal data, and matters of policy or decision making.
Assists in researching and compiling information and preparing responses to Freedom of Information Act (FOIA) and other information requests; works with department director and City Attorney as needed
Maintains a comprehensive filing system, including the handling of confidential and highly sensitive documents; Processes information requests according to established procedures
Knowledge, Skills, and Abilities
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
• High school diploma or equivalent
• Two or more years of experience in an office setting performing administrative duties
• Thorough knowledge of general office operations and administrative procedures and practices
• Excellent customer service skills, including responding diplomatically to customer questions and complaints
• Skill in taking minutes/information, maintaining and updating complex records and documents, compiling and evaluating data and information, and preparing clear and accurate reports
• Skill in the use of office equipment and technology, including computers, specialized department programs, and other related software, and the ability to master new technologies
• Ability to communicate effectively and present ideas and concepts orally and in writing
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with employees, City officials, professional contacts, community leaders, the media, and the public
• Ability to multi-task, problem-solve, and work effectively under stress, within deadlines and changes in work priorities
Preferred Knowledge, Skills, and Abilities:
• Associate’s degree or equivalent
• Strong knowledge of City services, organizational structure, and general operations to effectively direct and assist the public
• Knowledge of the structure, policies, procedures, and regulations of department activities
Supplemental information
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in an office setting with a controlled climate where they sit and work on a computer, communicate by telephone, email, or in person, and move around the office to travel to other locations. The employee must occasionally lift and/or move items of light to moderate weight.
If assigned to the Clerk’s office, the employee is required to work extended hours, travel between polling sites, set up and tear down election equipment, and must lift and/or move items of moderate to heavy weight during elections. The noise level in the work environment is usually quiet to moderate.
If assigned to Parks & Recreation, the employee may be required to work outside to attend events, set up and tear down equipment, and must lift and/or move items of moderate weight. The noise level in the work environment is usually quiet to moderate.
The City of East Grand Rapids is an EOE.
For benefit information, refer to the detailed summary: https://www.eastgr.org/DocumentCenter/View/3047/BenefitsSummary-CityClerk.
Employer
City Of East Grand Rapids
Department
Public Works Department
Address
750 Lakeside Dr SE East Grand Rapids, Michigan, 49506
Phone
(616) 949-2110
Website
https://www.governmentjobs.com/careers/eastgr
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