Salary : $34,736.00 – $44,761.60 Annually
Location : East Grand Rapids, MI
Job Type: Full-time
Job Number: 00121
Department: Parks and Recreation Department
Opening Date: 06/29/2023
Closing Date: 7/21/2023 11:59 PM Eastern
Description
Under the supervision of the assigned department director, performs routine clerical and administrative duties to support the department. Handles routine administrative functions, interacts with the public and other employees, and completes assigned duties with a high degree of accuracy. Work schedule is Monday-Friday 8am-5pm. Required to work limited nights and weekends to help support community special events.
Essential Job Functions
- Greets and assists visitors, receives screens, and directs phone calls; Responds to routine resident and customer inquiries and assists the public with a broad range of department issues and needs.
- Serves as a liaison between the public and the department; Provides general information regarding department operations and policies; facilitates scheduling and rental of City facilities.
- Generates quarterly program guide in collaboration with other department staff
- Accepts payments and issues receipts for the City and/or departmental accounts receivables; Prepares and forwards monies to Finance for processing.
- Provides standard clerical support; Assists with preparation of correspondence, records, documents, reports, and other related information; Types, copies, enters data, schedules appointments, and completes other projects as assigned
- Provides general clerical assistance including sorting and distributing mail, filing, photocopying and scanning, preparing mailings, and other related tasks
- Assists in maintaining a comprehensive filing system; Processes information requests according to established procedures
- Assists with the preparation of standard correspondence, documents, forms, and reports; Maintains absolute confidentiality of sensitive information, personal data, and matters of policy or decision making
- Serves as a back-up to other departmental functions as operational needs demand including but not limited to covering for employees on vacation or a leave of absence
- Assists residents and contractors with City programs, permits, and zoning and code questions and concerns; Assists with the completion of forms and applications and forwards documents to the appropriate parties
- Generates departmental invoices
- Assists with verification of some department timesheets and prepares data for payroll processing
- Assists with monitoring and posting on department social media
- Performs other related work as required
Knowledge, Skills, and Abilities
- High school diploma or equivalent is required
- Knowledge of general office operations and clerical procedures and practices
- Excellent customer service skills, including responding diplomatically to customer questions and complaints
- Skill in the use of office equipment and technology and the ability to master new technologies, including specialized department software
- Ability to gather data and prepare accurate and timely records, reports, notices, memos, and letters
- Ability to communicate effectively and present ideas and concepts orally and in writing
- Ability to type and enter data with accuracy
- Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with employees, City officials, professional contacts, community leaders, the media, and the public
- Ability to multi-task, problem-solve, and work effectively under stress, within deadlines and changes in work priorities
Preferred Knowledge, Skills, Abilities:
- Knowledge of City services, organizational structure, and general operations to effectively direct and assist the public
- Knowledge of the structure, policies, procedures, and regulations of the assigned department
- Previous experience in an office setting performing clerical duties
Supplemental information
While performing the duties of this job, the employee regularly works in an office setting with a controlled climate where they sit and work on a computer, communicate by telephone, email, or in person, and move around the office to travel to other locations. The employee must occasionally lift and/or move items of light to moderate weight.
The City of East Grand Rapids is an Equal Opportunity Employer.
For benefit information, refer to the detailed summary:
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