Overview
Facilities Administrative Assistant Jobs in East Lansing, MI at GreenStone Farm Credit Services
Description
Hiring Range: $23.68 – $25.75 hourly
Work Schedule: Generally, 40 hours per week – typically 8:00 am-5:00 pm, Monday-Friday
NATURE OF WORK
As a member of the Community Development Department, the Administrative Level III – Community Development is responsible for assisting with a variety of administrative and technical tasks to support the mission, vision, goals, philosophies, and initiatives of the Community Development Department. The Administrative Level III – Community Development supports the department by serving as an information resource. The responsibilities in this position require highly professional interactions, including critical, complex, and sensitive communication with the public, contractors, and builders; and other clerical and technical duties such as logging in and routing building permits, maintaining files, creating and maintaining databases, spreadsheets, email, and phone correspondence.
The Administrative Level III – Community Development is required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Opportunity Employment policy.
SUPERVISION RECEIVED
The Administrative Level III – Community Development reports directly to the Community Development Director and may work under the direct supervision of the Community Development Department management team, to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances.
SUPERVISION EXERCISED
No supervisory responsibilities or control exercised.
Essential Job Functions
ESSENTIAL JOB FUNCTIONS
The Administrative Level III – Community Development is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the town, department, division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties with or without reasonable accommodations. They must exercise independent judgment with responsibility for the accuracy, timeliness, completeness, and assurance of proper quality control according to established procedures.
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:
Effectively greets and assists customers at the Community Development counter to answer general inquiries and provide information.
Performs a wide variety of correspondence via personal contact, email, and telephone; responds to requests for information in a timely manner; shows accountability and follows up with requests, as appropriate.
Provides customers with clear, concise, and accurate information.
Supports department by ensuring all internal customers receive timely and relevant information.
Ability to appropriately handle multiple tasks, demands, and deadlines.
Accurately maintains department files.
Maintains log of Community Development applications received, makes copies and routes to other appropriate town staff and outside agencies, indicating types of reviews/approvals needed timely and accurately.
Assists with open records requests within mandated timeframes.
Establish and maintains good working relationships with contractors and builders, handling Community Development inquiries.
Assists with the preparation of certificates of occupancy for completed buildings, as approved by department managers.
Performs a variety of word processing duties, such as typing correspondence; designing, writing, editing, and preparing letters; preparing periodic department activity reports; drafting and maintaining forms.
Operates a variety of office equipment, including computers and related software, calculator, photocopier, scanner, and related specialized office equipment.
Performs other duties as assigned by the Director of Community Development or designees.
OTHER DUTIES:
Depending on organizational need, additional duties may include the following:
May be involved in special projects that are directly or indirectly related to essential job functions.
Consistently work safely, report, and address safety concerns in a timely manner.
Ensures assigned tasks are completed daily and meet established deadlines.
Provides front desk coverage for organizational support.
Assisting other departments/divisions as necessary.
May participate in town employee committees, projects, or assignments as required.
Education, Knowledge, Skills, Abilities
EDUCATION, EXPERIENCE AND FORMAL TRAINING
Minimum of four (4) years of technical administrative experience in a related field, such as public or private business in Community Development (planning, engineering, etc.).
Minimum high school diploma or equivalent.
Previous customer service experience.
Any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions.
LICENSES OR CERTIFICATES
A valid Colorado Driver’s License that meets the Town of Windsor’s standards, or the ability to obtain upon hire.
KNOWLEDGE, SKILLS, AND ABILITIES
Must have excellent Microsoft Office skills including good knowledge of (Word, Excel, and PowerPoint).
Must be capable of entering accurate information into Community Development software.
Must have mathematical skills capable of accurately calculating Community Development fees.
Ability to effectively communicate and interact with all levels of personnel, clientele, and visitors of the Town of Windsor.
Ability to communicate effectively with employees and various facility users in order to establish and maintain positive working relationships.
Ability to receive and respond to customer inquiries, requests, and complaints with professionalism, discretion, and diplomacy.
Ability to maintain confidential records and discussions with Director and department managers.
Ability to operate a variety of standard office equipment, e.g. copier, fax machine and personal computer.
Ability to handle telephone calls and walk-ins in a courteous and professional manner, with a variety of people and temperaments in potentially stressful/high-volume situations.
Demonstrated personal effectiveness, credibility, thoroughness, flexibility, and collaboration skills in adhering to and advancing the town’s visions, mission, and values.
EQUIPMENT and MATERIALS USED
Materials and equipment used include, but may not be limited to the following:
Equipment: Position requires the use of various equipment including staff vehicles, computers/tablets/other digital equipment, calculators, copiers, printers, multi-line telephone systems, Springbrook software systems, and similar Community Development software.
Additional Information
WORKING ENVIRONMENT & PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move or carry up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers, various pieces of office equipment and tools. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment characteristics described here are representative of those an employee would encounter while preforming the essential functions of this job. Work is typically performed in an office environment with moderate levels of noise.
Note: This position description is not intended to be an exclusive list of all the requirements, duties, tasks, roles, or responsibilities associated with the position. Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time.
The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.
The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.
The town will make reasonable accommodation(s) for qualified individuals with known disabilities unless doing so would result in an undue hardship for the town or cause a direct threat to health or safety. The town will make reasonable accommodation(s) for employees whose work requirements interfere with a religious belief, unless doing so poses undue hardship on the town. Employees and/or applicants needing such accommodation are instructed to contact the Human Resources Department.
Title: Facilities Administrative Assistant
Company: GreenStone Farm Credit Services
Location: East Lansing, MI
