Overview
Receptionist/Office Assistant Jobs in Muskegon, MI at Christian Care Assisted Living
With minimal supervision, provides a wide range of administrative support to the Law Enforcement Department , including orientation and onboarding of new staff, requisitions for department equipment and supplies, purchasing and payment duties for materials, , and professional services contracts, coordinates with the Finance Department in preparing and reviewing financial reports, expense vouchers and reimbursements, coordinates with managers and other coordinators on status of open contracts, assists in updating and managing disposal of certain paper records, handles information requests, prepares correspondence assumes primary supervisory responsibility for or oversight of select staff meetings, programs, , functions, tasks, personnel and projects as directed; is privy to confidential records; assists in the formulation and interpretation of District and Department policy and procedures; ; investigates operational problems and recommends appropriate course of action to resolve problems, requires flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors, and performs other duties as directed.
Typical Duties
Prepares official records, including, but not limited to, notices of contract award and notices to proceed.
Prepares memoranda outlining and explaining administrative procedures and policies;
Acts as custodian of documents and records including employee timesheets, contract documents; directs preparation, execution and filing of contracts and other legal documents. Assembles capital project contracts and prepares contract signature authorization documents for review and approval by Department head.
Provides information and assistance on District programs and procedures; advises employees on administrative policies and procedures and vendors of procedures for submitting contract documents and payment requests.
Advises employees and vendors in the preparation of applications required to obtain services, benefits or documents from the District.
Advises staff of templates and forms for RFPs, RFQs, contracts and contract signatures as required for supplies and equipment for the purpose of identifying budget variances and evaluating compliance with District requirements.
Monitors and maintains contracts including, but not limited to, contract signatures, revisions, time extensions, price increases, and compliance documents.
Coordinates departmental purchase orders and purchase order close-outs with the Finance Department.
Prepares reports in Oracle showing remaining fund balances.
Assists in periodic reconciliation of Law Enforcement and Finance Department records.
Coordinates with Purchasing with the tracking of departmental contract end dates and extensions.
Oversees the preparation and processing of vendor payments.
Establishes and maintains an effective working relationship with vendors and other administrative personnel.
Participates in the annual budget preparation and provides quantifiable data to support it.
Creates and regularly updates reports including, but not limited to, performance management, and budgets. Maintains various office and equipment warranty and service documents .
.Maintains work schedules, edits timesheets and reviews payroll reports to ensure completeness and accuracy .
Coordinates activities of clerical and/or other staff personnel in the department; analyzes and organizes office operations and procedures.
Evaluates office production, revises procedures, and devises new forms to improve efficiency and workflow.
Establishes uniform correspondence procedures and practices. Formulates procedures for systematic retention, protection, retrieval, transfer and disposal of records.
Minimum Qualifications
Must possess an associate’s degree or higher from an accredited college or university in business administration, public administration, computer science, information technology, or substantially similar area from an accredited college or university AND at least 4 years of full-time work experience as an administrative assistant or substantially similar position; OR a high school diploma or GED AND at least 7 years of full-time work experience as an administrative assistant or substantially similar position.
Knowledge, Skills, Abilities and Other Characteristics
Competency in performing highly specialized administrative work independently including the composition of letters, memoranda and reports. Skill in planning, developing and completing complex assignments with minimal direction
Excellent Microsoft Office (Word, PowerPoint and Excel) skills.
A high level of accuracy and proficiency in the use of software and other computer technology, including familiarity with financial management software (i.e., Oracle)
Knowledge of basic accounting principles and/or purchasing procedures and a high level of skill and proficiency in maintaining work related or financial records.
Ability to exercise good judgment in making decisions.
Thorough working knowledge of or ability to quickly and effectively grasp and utilize the policies, protocols, systems, procedures, and technical vernacular of the District, department and County as they are applicable to assigned duties and responsibilities.
Knowledge or ability to supervise clerical staff or interns as needed.
Ability to effectively participate in staff meetings or other forums aimed at developing constructive ideas, observations and insights.
Ability to communicate effectively verbally and in writing.
Skill in interacting with others to investigate, gather and review sensitive or confidential materials, information and incidents of record.
This position may require traveling to work assignments for which the employee must provide his or her own adequate means of transportation.
Proficiency in computerized maintenance management systems such as NetFacilities,
Skill working with Legistar and equivalent board information systems.
The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee’s normal line of work.
Benefits Package
Medical, Dental, and Vision Coverage
Basic Term Life Insurance
Pension Plan and Deferred Compensation Program
Employee Assistance Program
Paid Holidays, Vacation, and Sick Time
You May Qualify for the Public Service Loan Forgiveness Program (PSLF)
For further information on our excellent benefits package, please click on the following link:
http://www.cookcountyrisk.com/
Veteran’s Preference
When applying for employment with the Forest Preserve District of Cook County, preference is given in the application process to honorably discharged Veterans who have served in the Armed Forces of the United States for more than 180 consecutive days or during War Time. To take advantage of this preference, a Veteran must:
a. Meet the minimum qualifications for the position.
b. Identify themselves as a Veteran on their employment application by answering Yes to the question “Are you a military veteran?”
c. Attach a copy of their DD 214, DD 215, or NGB 22 (Notice of Separation) at the time of application by uploading it as part of your application. If there are multiple DD 214s, DD 215s, or NGB 22s, please submit the one with the latest date. Coast Guard must submit a certified copy of the military separation from either the Department of Transportation (before 911) or the Department of Homeland Security (after 911).
d. Veteran must provide original applicable discharge papers at time of interview.
General District Employment Requirements
PROOF OF EDUCATION, CERTIFICATIONS AND LICENSES MUST BE PROVIDED FOR AN INTERVIEW.
The Forest Preserve District of Cook County is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. We value our employees and the different talents, expertise, and viewpoints that each bring to the table. We believe a robust exchange of ideas results in better decision-making and we commit to providing a constructive, safe, and positive work atmosphere that promotes mutual respect and empowers individuals to thrive in their jobs.
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Title: Receptionist/Office Assistant
Company: Christian Care Assisted Living
Location: Muskegon, MI
