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Administrative Assistant

City of Lansing
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The City of Lansing’s Human Relations & Community Services Department is seeking an Administrative Assistant who is detail oriented, highly organized, and community oriented. The successful candidate must demonstrate problem solving ability, possess skill in maintaining accurate records & files, and be well-versed in Microsoft Office Suite software (Microsoft Word, Excel, PowerPoint, and Outlook) for a variety of office needs. If can demonstrate strong capability to assist the HRCS department leadership and staff in providing critical services to the Lansing community while interacting with diverse members of the public with in a compassionate, courteous, and efficient manner, we encourage you to apply. The City of Lansing offers a competitive wage and benefits package including medical, vision, dental, paid vacation, sick and holiday leave.

SPECIAL REQUIREMENTS & TRAINING: 
 

  • Must be able to work occasional overtime for community events if necessary.
  • Must possess and maintain a valid driver’s license.
  • Must pass a Standard and Criminal Background Check. Applicants must authorize the release of any information from appropriate agencies regarding the applicants' criminal history prior to being given referral consideration.

IDEAL CANDIDATES WILL POSSESS THE FOLLOWING:

  • Associate’s degree in office administration or related field
  • AND a minimum of three (3) years of demonstrated office experience with  Microsoft Office Suite software (specifically Word, Excel, Outlook and PowerPoint applications).
  • Must be able to type 45 wpm or higher.
  • Must possess and maintain a valid Michigan driver's license.

    ESSENTIAL POSITION FUNCTIONS INLCUDE BUT ARE NOT LIMITED TO:
     
  • Provide primary receptionist and office support by answering phones, greeting and directing the public, and offering customer assistance.
  • Opens, sorts and distributes mail to appropriate HRCS staff.
  • Attend weekly department meetings and prepare minutes for distribution.
  • Create and maintain numerous electronic contact mailing lists of advisory boards and community groups.
  • Oversee daily operations to support office staff and relay information from HRCS leadership regarding work assignments and office operations.
  • Respond to requests for information from the public and other government entities regarding issues such as homelessness, eviction prevention, utility assistance, birth certificates, nonprofit agencies, contract management, DEI, and complaints.
  • Provide assistance by phone or in person as needed with the ability to understand and make assertive attempts to meet the needs of citizens with patience and empathy.
  • Explain the basic requirements for all HRCS programs, gather information from applicants, and direct individuals to the appropriate personnel for further assistance.
  • Perform clerical tasks such as drafting and editing letters, reports, and forms, making copies, filing documents utilizing MS Word.
  • Creating, inputting, and updating information in various databases and spreadsheets utilizing 311, MS Excel, MS Access, and MS Dynamics for maintaining 311 database spreadsheets to prepare a wide range of monthly reports using these spreadsheet computer software platforms.
  • Provide administrative support to various staff members to ensure smooth office operations of the Department.
  • Manage calendars and schedule appointments and reservations for HRCS leadership staff utilizing MS Outlook.
  • Track and maintain logs and filing systems, ensuring the confidentiality of records and documentation.
  • Monitor and maintain inventory of equipment, office supplies, placing orders as needed, and assist in maintaining the office environment ensuring the appearance of the office is functional, well-organized, and prepared to serve the public.
  • May assist with special projects, events, and HRCS community initiatives while overseeing substantive administrative tasks as they arise.
  • Other duties as assigned at the discretion of HRCS leadership (Director and Deputy Director).


FULL JOB DESCRIPTION AVAILABLE UPON REQUEST
 

The City of Lansing is an Equal Opportunity Employer and a Certified Veteran Friendly Employer.

 

The City of Lansing provides reasonable accommodation to applicants and employees with disabilities where appropriate. If you need reasonable accommodation for any part of the application and hiring process, or during employment, notify the Department of Human Resources at (517) 483-4004. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

HAND DELIVERED APPLICATIONS AND DOCUMENTATION WILL NOT BE ACCEPTED.

 

Application Special Instructions:

 

Attach copy of resume, cover letter, and verification of education/Licenses/certifications.
 

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See links below for our Anti-Retaliation and Anti-Religious Discrimination and Religious Accommodation Policies:
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