Administrative Aide - Economic Development

City of Grand Rapids; Grand Rapids (MI); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical benefits

Paid Holidays

Parking included

Tuition Reimbursement

Professional development

Wellness program

Employee Discounts

Job summary

City of Grand Rapids is seeking an Administrative Aide in the Economic Development Department to support a team of 11, oversee 12 authorities, and manage a $20 million budget. The role emphasizes organization, attention to detail, and serving as the welcoming face of the office.

The position requires an Associate’s degree in Public Administration or a related field and three years of related experience. It offers a comprehensive benefits package and opportunities for professional development

Qualifications

• Associate’s degree in Public Administration or a related field required.
• Three (3) years of related experience required.

Responsibilities

• Codes financial documents; processes deposits, interdepartmental transactions and invoices
• Reviews current fiscal year department budgets; runs reports; projects year end estimates; projects budgets for the next fiscal year; performs budget entry
• Prepares for Board meetings; drafts and reviews agenda items; collects RSVPs; books rooms; compiles and distributes agenda packets, sets up and prepares resolutions and other documents for signature; prepares public notices
• Prepares letters, reports, documents and records meeting minutes; ensures confidentiality of all information as required
• Directly manages calendar of department director and assists with scheduling interdepartmental meetings.
• Manages building maintenance and facility work orders; orders office supplies; distributes mail; answers the phone; schedules meetings; performs physical and electronic filing; updates internal and external documents
• Create and maintain department process documentation.
• Acts as IT liaison; troubleshoots IT issues; manages work orders; communicates updates; provides training
• Prepares data for administrative and public report purposes
• Responds to citizen issues, complaints or other requests for information
• Performs related work as required

Education

Associate’s degree in Public Administration or related field

Three years related experience

Tools

Microsoft Office

Job description

The purpose of this job is to support a team of 11 with our mission of investing in the Grand Rapids community. We oversee 12 authorities, conduct 140 board meetings per year, and manage a $20 million budget. If you have a memory for details, enjoy organizing things, are a Microsoft systems power user, see a busy calendar as your personal Tetris puzzle, and want to be the welcoming face of our office, then apply for the Economic Development Department’s Administrative Aide role.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Codes financial documents; processes deposits, interdepartmental transactions and invoices
• Reviews current fiscal year department budgets; runs reports; projects year end estimates; projects budgets for the next fiscal year; performs budget entry
• Prepares for Board meetings; drafts and reviews agenda items; collects RSVPs; books rooms; compiles and distributes agenda packets, sets up and prepares resolutions and other documents for signature; prepares public notices
• Prepares letters, reports, documents and records meeting minutes; ensures confidentiality of all information as required
• Directly manages calendar of department director and assists with scheduling interdepartmental meetings.
• Manages building maintenance and facility work orders; orders office supplies; distributes mail; answers the phone; schedules meetings; performs physical and electronic filing; updates internal and external documents
• Create and maintain department process documentation.
• Acts as IT liaison; troubleshoots IT issues; manages work orders; communicates updates; provides training
• Prepares data for administrative and public report purposes
• Responds to citizen issues, complaints or other requests for information
• Performs related work as required

Required Education and Experience

• Associate’s degree from an accredited college or university in Public Administration or a related field

--AND--

• Three (3) years of related experience

--OR--

• Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities

We Offer:

• Medical, Dental, and Vision starting on Day 1
• 6% employee 401a contribution with employer matching (6% or 7% based on bargaining unit)
• Employee & Employer contributions to Retiree Health Savings Account
• Voluntary benefits such as term life insurance, flexible spending accounts, accidental insurance, disability insurance, and deferred compensation plan options
• Twelve Paid Holidays
• Paid Vacation and Sick Time
• Paid Parking (if applicable)
• Employee Home Ownership Incentive
• Tuition Reimbursement and professional development opportunities
• Paid Parental Leave
• Employee Assistance Program with free mental health counseling
• Comprehensive Wellness program with a health and wellness incentive
• Employee Discounts and Perks

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to our Leaves and Accommodations Analyst, Amanda Kaulback. Email [e-mail] or [e-mail] or by phone at [phone].

The City of Grand Rapids does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy or gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Please Note

This position is subject to the provisions of the applicable collective bargaining agreement and all relevant civil service rules. For additional information, links to union agreement and Civil Service Rules are provided below.

Collective Bargaining Agreements

Civil Service Rules