Office Assistant IV

Job description

Nature of Work

The purpose of this job is to perform varied complex clerical/administrative duties. Work involves typing letters, reports, and a variety of documents and forms, maintaining records systems, processing a variety of documents, and entering data in City systems, greeting the public, and carrying out various related information processes. May serve as a lead worker over other clerical positions.

ESSENTIAL DUTIES & RESPONSIBILITIES

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.

* Acts as a lead worker; coordinates and assigns work of clerical staff, as appropriate
* Plans and organizes office and workflow activities to meet unit objectives in a timely manner; evaluates work procedures and methods to ensure quality, effectiveness, and efficiency of operations; anticipates events, trends, consequences, and/or problems
* Maintains various reference files; assembles and organizes data; prepares necessary reports
* Provides clerical support to appropriate Boards and Commissions by preparing agenda and minutes and mailing information
* Conducts clerical research and completes data for administrative and public reports, ensuring accuracy and completeness
* May take complex dictation and notes of meetings; keeps official records and reports; prepares correspondence for supervisor's signature; makes travel arrangements; arranges meetings; maintains automated appointment calendar; prepares agendas; schedules and attends meetings; performs duties related to offices the supervisor may hold in professional organizations
* Greets callers and visitors; screens incoming calls and correspondence and refers to appropriate staff for action; assembles relevant attachments or notes for instruction or disposition
* Develops and administers operating records; coordinates activities with other sections in the department, or outside agencies or departments, as appropriate
* Responds to difficult issues and citizen interests or complaints, exercising judgment in accordance with applicable regulations or policies
* Maintains records on budget expenditures; maintains and verifies payroll information; maintains personnel files; orders and maintains supplies and equipment
* Establishes control procedures for document handling and storage in accordance with applicable laws and regulations
* Acts as liaison with vendors, contractors, and City staff

To view the full job description clickHERE Minimum Training and Experience

* Associate's degree
* At least three (3) years of experience in general clerical or office work
* Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities

Other Necessary Qualifications

BENEFITS FOR THIS POSITION INCLUDE

* Medical, Dental, and Vision administered by Blue Cross Blue Shield, starting on first day
* 6% Employee & 6% Employer matching 401a
* Employee & Employer contributions to Retiree Health Savings Account
* Eleven Paid Holidays
* Paid Vacation and Sick Time
* Paid parking (if applicable)
* Tuition Reimbursement up to master's degree
* Paid Parental Leave
* Employee Assistance Program with 5 free mental health visits per issue
* Comprehensive Wellness program
* Voluntary benefits including: term life insurance, flexible spending account, disability insurance, and deferred compensation plan options

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.