Administrative Aide - Economic Development

Our Community's Children; Grand Rapids (MI); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401a + match

Retiree Health Savings

Voluntary benefits

Paid holidays

Paid time off

Paid parking

Home ownership incentive

Tuition reimbursement

Parental leave

Employee Assistance Program

Wellness program

Employee discounts

Job summary

The City of Grand Rapids is seeking an Administrative Aide to support the Economic Development Department and a team of 11 in managing a $20 million budget. The role involves calendar management, meeting coordination, records keeping, and serving as IT liaison, ensuring timely reporting and responsive citizen inquiries.

Requires an Associate’s degree in Public Administration or related field and at least three years of relevant experience; equivalent combinations will be considered.

Qualifications

• Associate’s degree in Public Administration or related field is required.
• Three years of related experience is required; equivalent combinations will be considered.

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

Job description

Nature of Work

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

Other Information

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

City of Grand Rapids Employee Benefits Webpage