Operations Assistant

4 days ago

Livonia, Michigan, United States City of Livonia, MI Full time
JOB RESPONSIBILITIES

To apply, please send resume and cover letter to Dalie Ripley at

The Operations Assistant plays a key role in supporting the daily functions of the Housing Commission team to ensure smooth and efficient processes. This position is responsible for coordinating administrative tasks, maintaining records, assisting with scheduling and logistics, and supporting cross-functional teams to meet organizational goals. The Operations Assistant helps monitor workflows, troubleshoot issues, and implement improvements in processes, while ensuring compliance with policies and procedures. Strong organizational, communication, and problem-solving skills are essential, along with the ability to manage multiple priorities in a fast-paced environment.

Essential Job Functions

  • Assist with the preparation of policy documents to be reviewed and acted upon by the Board of Commissioners.
  • Determine the appropriate course of action related to policies and procedures.
  • Maintain awareness of federal and state regulation changes. Update, revise, implement, and amend program guidelines.
  • Approve change orders, coordinate with city inspectors for final inspection, generate itemized punch lists, verify permits, obtain, and approve final billing, obtain paperwork from contactors.
  • Maintain contactor database.
  • Receive calls through work order line and enter work orders into work order system.
  • Be the point person for reasonable accommodation requests from residents in living facilities.
  • Maintain Housing Commission meeting records and materials.
  • Maintain and update Housing Commission page on the City Website.
  • Respond to resident requests for information and address concerns in an appropriate manner.
  • Organize files and assist in digital conversion process.
MINIMUM QUALIFICATIONS AND APPLICATION PROCESS

Highschool diploma is required. Three (3) years of experience in the government industry is preferred. Requires demonstrated ability to interact with diverse populations, low income families, elderly, disabled, and communicate effectively with residents, staff and visitors in a variety of situations. Must be able to plan, organize and make sound judgements and decisions, and perform basic mathematic computations with accuracy. Possess general knowledge of computers including Excel, Word, and Outlook.

Other Requirements

Must be able to pass a pre-employment physical and a drug screening test administered by the Livonia Housing Commission or the appointed designee. Valid Michigan driver's license (unrestricted).

KNOWLEDGE, SKILLS, AND ABILITIES
  • Ability to use Microsoft Word, Excel, and Outlook, as well as learn other basic computer programs.
  • Ability to communicate effectively both in writing and orally.
  • Ability to establish and maintain effective working relationships with a supervisor, co-workers, and clients.
  • Ability to understand and follow oral and written instructions.
  • Ability to accept assigned routine work as well as special projects and to complete them in a timely manner.
  • Ability to work independently.
  • Demonstrate regular and predictable attendance.
  • Perform other duties as assigned.

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