Administrative Clerk I - Full Time

Administrative Coordinator

Under the supervision of the Assistant City Manager, coordinates and participates in the day-to-day administrative activities of the department. Supervises clerical staff, performs routine and complex administrative duties, and serves as the Recording Secretary to the Planning Commission, Zoning Board of Appeals and other committees as assigned.

Essential Job Functions

Coordinates and participates in the day-to-day administrative activities of the department; Assigns work, coordinates priorities, schedules meetings, and provides training

Greets and assists visitors, and receives screens, and directs phone calls

Responds to routine and complex resident and customer inquiries and assists the public with a broad range of department issues and needs

Investigates complaints, resolves standard issues independently, and coordinates more complex issues with the department director

Serves as the Recording Secretary to the Planning Commission, Zoning Board of Appeals and other boards or committees as assigned

Prepares agendas and meeting materials, coordinates and sets up meeting locations, and takes minutes of the meeting activities; Prepares notices and resolutions for distribution as appropriate

Prepares invoice requests for the City's tree program and other miscellaneous billings; Prepares and forwards invoice monies and invoice requests to Treasury for processing; Accepts payments and issues receipts for utility bills, permits, and other receivables

Assists with zoning administration activities; Accepts permits, responds to standard zoning and code questions, issues certificates, assists with the completion of forms and applications, prepares documents for approval, and ensures related payments are made.

Administers department database systems related to building and public works activities; Enters permits, complaints, variances and other data into the system and assigns appropriate staff to follow up

Maintains inventory of office supplies and places orders as needed according to established purchasing procedures

Prepares documents, forms, and reports

Maintains absolute confidentiality of sensitive information, personal data, and matters of policy or decision making.

Assists in researching and compiling information and preparing responses to Freedom of Information Act (FOIA) and other information requests; works with department director and City Attorney as needed

Maintains a comprehensive filing system, including the handling of confidential and highly sensitive documents; Processes information requests according to established procedures

Knowledge, Skills, and Abilities

High school diploma or equivalent

Two or more years of experience in an office setting performing administrative duties

Thorough knowledge of general office operations and administrative procedures and practices

Excellent customer service skills, including responding diplomatically to customer questions and complaints

Skill in taking minutes/information, maintaining and updating complex records and documents, compiling and evaluating data and information, and preparing clear and accurate reports

Skill in the use of office equipment and technology, including computers, specialized department programs, and other related software, and the ability to master new technologies

Ability to communicate effectively and present ideas and concepts orally and in writing

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, and Abilities:

Associate's degree or equivalent

Strong 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 department activities

City of East Grand Rapids, MI