Administrative Clerk I - Full Time

City Of East Grand Rapids; East Grand Rapids (MI); On-site; USD 36,000 - 52,000; Full time

Job summary

City Of East Grand Rapids is seeking an Administrative Assistant under the supervision of the Assistant City Manager to coordinate day-to-day department activities and oversee clerical staff, minutes, records, and FOIA responses.

The role involves greeting visitors, handling inquiries, preparing agendas, setting up meetings, processing invoices and permits, and maintaining confidential records while providing high-quality customer service to residents and city staff.

Qualifications

• High school diploma or equivalent required.
• Two or more years of office experience performing administrative duties.
• Strong knowledge of general office operations and administrative procedures.
• Excellent customer service and diplomatic responses.
• Minute taking, records management, and reporting.
• Proficient with office equipment and software; ability to learn new technologies.
• Strong written and oral communication; ability to present ideas clearly.
• Ability to build effective working relationships and exercise judgment.
• Preferred: associate's degree or equivalent.
• Knowledge of City services and operations to assist the public.

Responsibilities

• Coordinates day-to-day administrative activities; assigns work, coordinates priorities, schedules meetings, and provides training.
• Greets and assists visitors, handles inquiries, and directs calls.
• Responds to routine and complex resident and customer inquiries and assists with department issues.
• Investigates complaints and coordinates with department director on complex issues.
• Serves as Recording Secretary to Planning Commission, ZBA and other boards/committees.
• Prepares agendas and meeting materials; sets up meeting locations; takes minutes; prepares notices and resolutions.
• Prepares invoice requests for city programs; processes payments and receipts.
• Assists with zoning administration; accepts permits; assists with forms; ensures payments.
• Administers department databases; enters permits, complaints, variances; assigns follow-up staff.
• Maintains inventory of office supplies; places orders per procedures.
• Prepares documents, forms, and reports.
• Maintains confidentiality of sensitive information.
• Assists with FOIA requests; works with department director and City Attorney.
• Maintains filing system and handles confidential documents; processes information requests.

Skills

Customer service

Communication skills

Multitasking

Record keeping

Confidentiality

Office software

FOIA knowledge

Meeting minutes

Interpersonal skills

Coordination

Education

High school diploma

Associate's degree preferred

Job 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.

• Coordinates and participates in the day-to-day administrative activities of the department; Assignswork, 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

• 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
• PreferredKnowledge, 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