Administrative Assistant - Department Of Public Works

To provide paraprofessional/technical administrative support to the daily operations of assigned department or service area; to perform unique responsibilities related to assigned department's activities and services including personnel management, insurance, finance and budget administration, and purchasing processes; respond to members of the general public or customers of assigned work unit regarding inquiries and assisting with accessing services and information of the department; and to provide highly responsible administrative assistance to an assigned department and/or assigned executive management.
East Lansing, home to Michigan State University, is a dynamic community of nearly 50,000 people with historic neighborhoods and a vibrant downtown, and you will be part of the team that keeps it all running. The Department of Public Works & Environmental Services (DPW) manages streets, sanitation, trees, water, sewer, and more, and staff are committed to making East Lansing a great place to live, study and work.
WHY SHOULD YOU APPLY?

• Union position
• Competitive salary
• Retirement programs including a hybrid pension plan (10% of salary), and a Health Care Savings Plan
• Great insurance coverage, including health, dental, and vision plans, Flexible Spending Account (FSA), Life Insurance, and long-term disability insurance
• An Employee Assistance Program, offering free and confidential counseling and support
• An ever-changing work environment! In the dynamic world of Public Works, each day presents new and exciting challenges that keep your work fresh, engaging, and stimulating

ESSENTIAL FUNCTIONS:

• Provide complex administrative assistance in support of assigned city programs; assist in establishing project tracking and provide summary of all departmental projects and programs.
• Prepare, type, compile, word process and proofread a variety of documents including general correspondence, reports, and memoranda; prepare and finalize other written communications including administrative regulations and orders, departmental publications and home page, and brochures as assigned.
• Collect and compile information from various sources on a variety of specialized topics related to assigned programs; prepare reports which present data.
• Provide complex administrative assistance to assigned supervisor; prepare various reports and distribute to appropriate managers and officials.
• Coordinate and perform various financial activities including monitoring and submitting requisitions, establishing purchase orders, monitoring travel and training requests.
• As assigned, participate in annual budget development process; assist in monitoring expenditures and ensure adherence to department budget; gather data for and compile annual budget document.
• As assigned, prepare intake forms and track potential insurance claims; work with the Finance coordinator to decide settlement strategies including possible payment of claim and/or communication with City Attorney and Third-Party Administrator.
• Respond to and resolve high water bill inquiries in accordance with established policies and procedures.
• Respond to citizen inquiries, complaints, and service requests; forward requests to appropriate department; monitor status of requests.
• Assist in developing program standards, policies, and procedures.
• Continuously provide quality, responsive, efficient and effective city services in assigned program area; work with employees on the continuous improvement of city services.
• File documents, reports, and correspondence for department or assigned area; maintain filing system; maintain records for department.
• Schedule appointments, training, and meetings; coordinate travel and lodging arrangements.
• Participate in the requisition of materials and supplies; submit purchase orders; monitor inventory of supplies and materials; disperse funds for payment.

The Department of Public Works is located at 1800 E State Road in East Lansing. The DPW facility is located north of downtown, nestled between wooded lots and farm fields. The office is located near US-127 and I-69, and there is ample surface parking. The facility is also located near Granger Meadows Park and other walking trails, which staff often frequent on their breaks.

Qualifications
High School Diploma, or equivalent, required.

Associate degree from an accredited college with course work in public administration, business administration, or related field is preferred.

Four years of increasingly responsible experience in municipal administration, business management or related field.

Possession of, or ability to obtain, an appropriate, valid Michigan driver's license is required.

Job Type: Full-time

Pay: $22.34 - $31.29 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person