Administrative Aide - Economic Development

City of Grand Rapids•City Hall 300 Monroe Ave NW Grand Rapids, MI

5d•Onsite

About The Position

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.

Requirements

Associate’s degree from an accredited college or university in Public Administration or a related field
Three (3) years of related experience
Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities

Nice To Haves

Microsoft systems power user
Memory for details
Enjoy organizing things
See a busy calendar as your personal Tetris puzzle
Welcoming face of our office

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

Benefits

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