Administrative Aide - GovernmentJobs.com : Job Details

The purpose of this job is to provide essential administrative support to the Mobile GR Director by assisting with data entry, record-keeping, and the initial organization of information for programs and project proposals. This role also helps with special projects and data compilation.

Duties & Responsibilities Specific to Mobile GR

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Manages office supply inventory, including ordering, stocking, and distributing supplies to team members.
• Assists with general office tidiness and organization, serving as a point person for maintaining a presentable workspace.
• Supports uniform management, including tracking inventory and coordinating distribution.
• Schedules and coordinates meetings, manages calendars for team members, and ensures all necessary parties are invited.
• Assists in preparing for departmental meetings, workshops, and training sessions, which may include setting up meeting rooms and distributing materials.
• Monitors and updates data within CRM software (Zendesk), ensuring information is current and accurate.
• Assists with data entry and basic monitoring in project management software (Monday.com).
• Reviews dispatch reports to identify potential data discrepancies or basic patterns, escalating findings as needed.
• Provides administrative assistance for the director's projects, including organizing documents, scheduling meetings, and tracking basic timelines.
• Conducts preliminary research for various assignments as directed, gathering information from provided sources.
• Assists in organizing and maintaining departmental process documentation, including standard operating procedures (SOPs).
• Supports the organization of customer service scripts, ensuring versions are current and easily accessible.

Required Education and Experience:

• Associate's degree from an accredited college or university in Public Administration or a related field
--AND--
• Three (3) years of related work experience
--OR--
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities

We Offer:

• Medical, Dental, and Vision starting on Day 1
• 6% employee 401a contribution with employer matching (6% or 7% based on bargaining unit)
• Employee & Employer contributions to Retiree Health Savings Account
• Voluntary benefits such as term life insurance, flexible spending accounts, accidental insurance, disability insurance, and deferred compensation plan options
• Twelve Paid Holidays
• Paid Vacation and Sick Time
• Paid parking (if applicable)
• Employee Home Ownership Incentive
• Tuition Reimbursement and professional development opportunities
• Paid Parental Leave
• Employee Assistance Program with free mental health counseling
• Comprehensive Wellness program with a health and wellness incentive
• Employee Discounts and Perks

Should an applicant need any disability related accommodation or other consideration in the application or selection process, please notify the human resources department upon submittal of application. The City of Grand Rapids does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy or gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.