Overview
Administrative Assistant Jobs in Grand Rapids, MI at Indwelling Community Church
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Description
The City of Richmond Department of Public Works is seeking a highly qualified candidate to fill the position of Administrative Technician, Senior in the Grounds Division. The incumbent is responsible for performing a variety of financial support functions associated with various financial reports, purchases, accounts payables, and other related transactions.
Incumbents provide skilled clerical and specialized administrative support for one or more professional staff members or an assigned program. Work requires independent decision-making for routine transaction processing in accordance with established rules, policies, and procedures. In addition to administrative support, incumbents may perform program and event logistics and customer support, including providing specialized program information. As assigned, work may include gathering, interpreting, and explaining technical and procedural information related to program services and policies; producing a variety of documents from rough drafts, notes, or oral instructions, or composing original correspondence; maintaining filing systems; scheduling meetings and events; making travel arrangements; data entry and spreadsheet maintenance; processing purchasing transactions, contracts, and other financial transactions such as accounts payable/receivable; processing payroll; preparing presentations that include maps, graphs, and charts; and ordering and maintaining supplies.
Duties include but are not limited to
Processing requisitions, purchase orders, and invoices;
Tracking vendor invoices, purchase orders, and payments;
Entering data into inventory program and customer service systems;
Creating Cityworks work orders for various projects; and creating RVA 311 service requests;
Ensuring open purchase orders are processed, payments are made timely as well as managing open encumbrances monthly;
Generating various financial reports to include but not limited to funds available balances, open encumbrances, etc.;
Preparing, maintaining, and filling various reports to include, but not limited to purchasing documents for various funds utilized by the department;
Performing other related duties as assigned.
This individual may be required to work overtime as needed.
**City of Richmond Public Works employees who work in this class are considered essential personnel and may be required to work during declared emergencies and major weather events.**
Qualifications, Special Certifications and Licenses
MINIMUM TRAINING AND EXPERIENCE:
High School Diploma or GED;
Three years of related clerical or office support experience;
An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification.
PREFERRED TRAINING AND EXPERIENCE:
Strong experience with Microsoft Office, specifically with Excel.
LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:
A Notary Public designation may be required for some assignments.
KNOWLEDGE, SKILLS, AND ABILITIES:
TYPICAL KNOWLEDGE, SKILLS, AND ABILITIES: These are a representative sample; position assignments may vary.
Knowledge (some combination of the following):
English language and grammar;
Experience with standard office equipment such as office machines, multi-line phone, computers, copier, fax, scanning machine, etc.;
Experience with software such as Microsoft Word, Excel, and Outlook;
Basic arithmetic calculations and mathematics;
Administrative and clerical procedures such as word processing, managing files and records, and designing forms;
Administrative and clerical procedures, and business principles.
Skills (some combination of the following):
Entering data accurately;
Maintaining confidentiality;
Utilizing critical thinking and analytical skills to solve problems;
Demonstrating excellent customer service;
Data entry;
Customer service;
Oral and written communication.
Abilities (some combination of the following):
Follow established procedures;
Pay attention to detail;
Work efficiently in a fast-paced environment;
Work independently with little supervision;
Work and support a team/staff;
Multi-task;
Use sound judgment and make important decisions;
Prioritize multiple responsibilities;
Summarize notes and requests in a concise manner;
Compose written, professional correspondence.
Americans with Disabilities Act Requirements
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.
ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.
PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly work with one’s fingers, talk, hear, see, and use repetitive motions; frequently walk; and occasionally stoop, crouch, crawl, reach, stand, push, pull, lift, grasp, and feel. In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary (exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects), but may differ based on area of focus. The working conditions may contain environmental hazards, depending on area of focus.
Equal Employment Opportunity Statement
The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment, the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process, please contact Jessica McKenzie, Human Resources Manager by email at [email protected].
This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.
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Title: Administrative Assistant
Company: Indwelling Community Church
Location: Grand Rapids, MI
