Nature of Work

The City of Grand Rapids offers a highly collaborative environment where we contribute to elevating the quality of life through excellent City services. Facilities and Fleet Management staff are committed to providing exceptional customer service through a strong dedication to financial transparency, accountability, innovation, and environmental stewardship. As an Administrative Support Specialist, you'll be part of a team that supports the department's commitments by embracing diversity, collaboration, equity, and respect. You'll work closely with the department's administrative team which consists of management, financial, IT, and clerical staff.

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. Prepares a variety of reports for personnel management purposes; prepares statistical data for reports. Creates and tracks employment requisitions. Maintains records on all active and inactive employees and other personnel related matters. Reviews employment applications for seasonal employees; posts job notices. Schedules new employees for physical examination. Coordinates and oversees the payroll process for the department. Compiles payments received, enters payments into financial system and/or general ledger software, prepares deposit to be sent to the bank, reports deposit in financial system, reconciles payments with bank account. Performs and provides oversight of accurate and timely billing and credit and collections processes and procedures related to past due or delinquent invoices. Performs research and reviews data as needed; provides reports related to data analysis on billing, collection and payment processes; gives periodic updates; monitors the performance of accounting processes. Develops and administers procedures for clerical support staff functions.  Administers Tier II and higher-level customer service. Maintains a variety of departmental databases; checks for errors and handles any issues; ensures information it accurate and up-to-date. Reviews procedures and internal policy to develop better methodology and efficient practices. Performs related work as required.

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Minimum Training and Experience

Required Education and Experience

High School diploma, supplemented by some college course work in business administration or related education. -AND- At least three (3) years of experience in executive level clerical work  -OR- Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities.