Administrative Support Specialist

Our Community's Children; Grand Rapids (MI); On-site; USD 35,000 - 55,000; Full time

Job summary

Join a forward-thinking city department as an Administrative Support Specialist, where you'll play a vital role in enhancing community services through exceptional administrative support. This position involves creating reports, managing payroll, and ensuring accurate financial processes while working in a collaborative environment that values diversity and respect. Enjoy a comprehensive benefits package from day one, including medical, dental, and vision coverage, along with generous paid time off and professional development opportunities. If you're ready to make a meaningful impact in your community, this role is for you!

Benefits

Medical, Dental, and Vision Insurance

401a Contribution with Employer Matching

Tuition Reimbursement

Paid Holidays

Paid Vacation and Sick Time

Employee Assistance Program

Comprehensive Wellness Program

Employee Discounts and Perks

Qualifications

• 3+ years of executive-level clerical experience required.
• High School diploma with some college coursework preferred.

Responsibilities

• Prepare reports and maintain records for personnel management.
• Coordinate payroll processes and oversee billing operations.

Skills

Customer Service

Data Analysis

Clerical Skills

Financial Management

Report Preparation

Education

High School Diploma

Some College Coursework in Business Administration

Tools

Financial System Software

General Ledger Software

Database Management Systems

Job description

The City of Grand Rapids offers a highly collaborative environment where we contribute to elevating the quality of life through excellent City services. Facilities and Fleet Management staff are committed to providing exceptional customer service through a strong dedication to financial transparency, accountability, innovation, and environmental stewardship. As an Administrative Support Specialist, you'll be part of a team that supports the department’s commitments by embracing diversity, collaboration, equity, and respect. You’ll work closely with the department’s administrative team which consists of management, financial, IT, and clerical staff.

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.

• Prepares a variety of reports for personnel management purposes; prepares statistical data for reports.
• Creates and tracks employment requisitions.
• Maintains records on all active and inactive employees and other personnel related matters.
• Reviews employment applications for seasonal employees; posts job notices.
• Schedules new employees for physical examination.
• Coordinates and oversees the payroll process for the department.
• Compiles payments received, enters payments into financial system and/or general ledger software, prepares deposit to be sent to the bank, reports deposit in financial system, reconciles payments with bank account.
• Performs and provides oversight of accurate and timely billing and credit and collections processes and procedures related to past due or delinquent invoices.
• Performs research and reviews data as needed; provides reports related to data analysis on billing, collection and payment processes; gives periodic updates; monitors the performance of accounting processes.
• Develops and administers procedures for clerical support staff functions.
• Administers Tier II and higher-level customer service.
• Maintains a variety of departmental databases; checks for errors and handles any issues; ensures information is accurate and up-to-date.
• Reviews procedures and internal policy to develop better methodology and efficient practices.
• Performs related work as required.

Required Education and Experience

• High School diploma, supplemented by some college course work in business administration or related education.

-AND-

• At least three (3) years of experience in executive level clerical work

-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

Should an applicant need any disability related accommodation or other consideration in the application or selection process, please notify the human resources department upon submittal of application.
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.