Office Coordinator

6 days ago

Grand Rapids, Michigan, United States City of Grand Rapids Full time
Job Summary

The City of Grand Rapids is seeking a highly skilled and detail-oriented Office Assistant IV to join our team. As a key member of our administrative staff, you will be responsible for providing exceptional support to our employees and ensuring the smooth operation of our office.

Key Responsibilities
  • Act as a lead worker, coordinating and assigning tasks to other clerical staff as needed.
  • Plan and organize office activities to meet unit objectives in a timely manner, evaluating work procedures and methods to ensure quality, effectiveness, and efficiency.
  • Maintain various reference files, assemble and organize data, and prepare necessary reports.
  • Provide administrative support to our Boards and Commissions, preparing agendas and minutes, and mailing information.
  • Conduct research and complete data for administrative and public reports, ensuring accuracy and completeness.
  • Take complex dictation and notes of meetings, keep official records and reports, and prepare correspondence for supervisor's signature.
  • Greet callers and visitors, screen incoming calls and correspondence, and refer to appropriate staff for action.
  • Develop and administer operating records, coordinate activities with other sections in the department, or outside agencies or departments, as needed.
  • Respond to difficult issues and citizen interests or complaints, exercising judgment in accordance with applicable regulations or policies.
  • Maintain records on budget expenditures, maintain and verify payroll information, maintain personnel files, order and maintain supplies and equipment.
  • Establish control procedures for document handling and storage in accordance with applicable laws and regulations.
  • Act as a liaison with vendors, contractors, and City staff.
Requirements
  • Associate's degree.
  • At least three (3) years of experience in general clerical or office work.
  • Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities.
Preferred Qualifications
  • Knowledge of departmental operations and organization.
  • Principles and practices of recordkeeping.
  • Various applicable computer applications.
  • Principles and practices of basic bookkeeping.
  • Modern office procedures, methods, and computer equipment.
  • Department policies and procedures.
Skills and Abilities
  • Customer service.
  • Interpersonal skills necessary to develop and maintain effective and appropriate working relationships.
  • Performing a variety of duties, often changing from one task to another of a different nature.
  • Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios.
Working Conditions

The selected candidate must be able to pass a Grand Rapids Police Department Background Check. The background review process takes approximately 8-10 weeks and may include completion of a personal history packet, review and verification of documents, legal and financial record reviews, reference checks, home visit, and in-person interview at the Grand Rapids Police Department.

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