Administrative Specialist 30 (Public Service) at City of Lansing – Lansing, Michigan

The City of Lansing is seeking a full-time Administrative Assistant who is adept, detail oriented, possess strong math skills, able to work under high stress/meet tight deadlines, and can provide excellent customer service through effective communication, both verbally and in writing. This position will provide administrative and clerical support within the City's Public Service Department- Administrative, Permits, and Engineering Division. The City offers a competitive wage and benefit package including paid vacation, sick and holiday leave.

SPECIAL REQUIREMENTS:

• Must be able to be placed under the terms of the City of Lansing’s blanket bond.
• This position may require working overtime on nights, weekends, and holidays.

IDEAL CANDIDATES WILL POSSESS THE FOLLOWING:

• Associate's Degree in Business Administration, Business Management, Accounting or related field; AND
• Two (2) to 3) years of progressively responsible clerical and administrative experience performing complex and responsible office and administrative duties using standard office computer programs and office equipment.
  • Experience should include use of word processing, spreadsheet, database software, and email; accounts payable and/or receivable; cash receipting and money handling; customer service; problem resolution; confidential records management; budget expenditure tracking; creation of documents; filing and records management; completion of reports; and data base administration

ESSENTIAL POSITION FUNCTIONS INLCUDE BUT ARE NOT LIMITED TO:

• Provides administrative and clerical support to Public Service staff. Maintains both automated and manual filing systems and enters and retrieves a wide range of information on computer.
• Provides customer service by answering questions from City employees and members of the public both on the phone and at the service counter, listens to what is being requested, provides a wide range of information, and makes referrals to other staff members, departments, and outside entities.
• Performs accounts payable functions: processes invoices through the financial system, processes procurement card transactions and compiles monthly card holder statements, receive and verify invoices, vouch payments, reconcile discrepancies, maintain detailed records of all financial transactions related to accounts payable.
• Performs accounts receivable functions, including generating invoices, processing payments, making deposits, dunning delinquent accounts, and generate and distribute invoices.
• Ensures the proper documentation and monitoring of claims; property damage claims and sewer related incidents, conducts investigations and evaluations to determine the validity of claims.
• Assists in assembling, routing, filing, and maintaining complex engineering contracts and establishing purchase orders.

• Processes and tracks Freedom of Information Act (FOIA) requests and property and injury claims.
• Gathers information and generates reports to assist in the preparation of the division budget and assists in preparing and reconciling special budget fund accounts.
• Assists in tracking position vacancies within department, coordinates with Human Resources to provide necessary documentation.

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.

See links below for our Anti-Retaliation and Anti-Religious Discrimination and Religious Accommodation Policies:
https://content.civicplus.com/api/assets/6d1a5156-dc99-44d2-aa0f-704f562b9887?cache=1800
https://content.civicplus.com/api/assets/0a11cd2e-db10-4829-aea2-9d71ef7d8b02?cache=1800
Attach copy of resume, cover letter, and verification of education/Licenses/certifications.