Administrative Assistant - City Council

City of Pontiac•Pontiac, MI

1d•$48,000 - $73,000•Hybrid

About The Position

The City Council Administrative Assistant provides multi-faceted administrative support and assistance to the President City Council and Council Members. This position handles a wide range of administrative tasks while functioning independently by initiating and implementing processes to manage municipal operations within City Council. The ideal candidate will support daily operations by scheduling, reporting, data management, invoicing, presentation preparation, planning, and problem-solving assistance, conduct research, and prepare reports.

Requirements

High School Diploma or GED required.
Two (2) years of Customer Service Representative experience strongly preferred and will be given priority consideration.
Previous administrative, executive support, customer service, or municipal government experience preferred.
Advanced Microsoft Excel reporting and data-tracking skills, preferred.
Experience preparing executive-level reports and presentations, preferred.
Familiarity with work order management, permitting, utility billing, property records, and customer service operations, preferred.
Excellent customer service and interpersonal communication skills.
Strong organizational, planning, and time management abilities.
Ability to manage multiple priorities in a fast-paced environment.
Strong analytical and problem-solving skills.
High attention to detail and accuracy.
Ability to maintain confidentiality and exercise sound judgment.
Excellent written and verbal communication skills.
Ability to work independently and collaboratively with employees, residents, and community stakeholders.

Responsibilities

Provide comprehensive administrative support to executive leadership and management staff.
Manage calendars, appointments, meetings, and special events.
Prepare correspondence, meeting agendas, and follow-up communications.
Maintain confidential records and documents with professionalism and discretion.
Resolve escalated customer service calls from residents, customers, vendors, contractors, and internal departments.
Respond to inquiries, concerns, and service requests in a professional and timely manner.
Support council administration by providing information, researching requests, compiling reports and presentations.
Promote positive customer relations through exceptional service and communication.
Prepare ad hoc reports, summaries, and analyses as requested by management.
Compile and organize data from multiple systems to support decision-making and operational planning.
Generate departmental activity reports, service metrics, and project status reports.
Track work orders, permits, invoices, projects, customer requests, and departmental activities.
Maintain spreadsheets, databases, and electronic files with a high degree of accuracy.
Verify and update information to ensure data integrity and compliance with departmental standards.
Create and format professional presentations using Microsoft PowerPoint.
Assist leadership in preparing materials for board meetings, staff meetings, public presentations, and special projects.
Develop charts, graphs, and supporting documentation to effectively communicate information.
Coordinate executive and departmental schedules.
Schedule meetings, training sessions, conferences, and special events.
Arrange meeting logistics, prepare materials, and coordinate room reservations and technology needs.
Monitor schedules and communicate updates to participants.
Invoicing back-up- prepare, process, and track invoices and purchase requests.
Maintain invoice records and supporting documentation.
Assist management in identifying and resolving administrative and operational issues.
Research information and recommend solutions to improve efficiency and effectiveness.
Anticipate needs and proactively address challenges before they impact operations.
Support continuous improvement efforts and process enhancements.
Assist with departmental planning initiatives and special projects.
Coordinate project timelines, documentation, and communications.
Support strategic, operational, and event planning activities.
Monitor deadlines and assist in ensuring project milestones are met.