Administrative Clerk I - Full Time

City-of-East-Grand-Rapid; East Grand Rapids (MI); On-site; USD 42,000 - 52,000; Full time

Job summary

The City of East Grand Rapids is seeking an Administrative Coordinator under the Assistant City Manager to oversee day-to-day department activities, supervise clerical staff, greet visitors, answer inquiries, and coordinate with other city offices.

The role includes preparing agendas and minutes for the Planning Commission and Zoning Board of Appeals, handling invoices and payments, supporting zoning and building functions, maintaining confidential records, and managing the department’s

Qualifications

• 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.
• Preferred: Associate’s degree or equivalent.
• Strong knowledge of City services, organizational structure, and general operations to effectively direct and assist the public.

Responsibilities

• Coordinate and participate in the day-to-day administrative activities of the department; assign work, coordinate priorities, schedule meetings, and provide training.
• Greet visitors and assist, receive screens, and direct phone calls.
• Respond to inquiries and assist the public with department issues.
• Investigate complaints and coordinate with the department director.
• Serve as Recording Secretary to the Planning Commission, Zoning Board of Appeals and other boards or committees as assigned.
• Prepare agendas and meeting materials, coordinate and set up meeting locations, and take minutes of the meeting activities; prepare notices and resolutions for distribution as appropriate.
• Prepare invoice requests for the City’s tree program and other miscellaneous billings; forward to Treasury; accept payments and issue receipts for utilities, permits, and other receivables.
• Assist with zoning administration activities; accept permits, respond to standard zoning and code questions, issue certificates, assist with forms and applications, prepare documents for approval, and ensure related payments are made.
• Administer department database systems related to building and public works activities; enter permits, complaints, variances and other data and assign staff to follow up.
• Maintain inventory of office supplies and place orders as needed.
• Prepare documents, forms, and reports.
• Maintain confidentiality of sensitive information; respond to FOIA requests with City Attorney as needed.
• Maintain comprehensive filing system, including handling of confidential documents; process information requests.

Skills

Customer service

Communication skills

Time management

Minutes taking

Office coordination

Confidentiality

Problem solving

Education

High school diploma

Associate’s degree preferred

Tools

Office software

Department databases

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