Administrative Aide - Long Range Planning

Nature of Work

The purpose of this job is to assist administrative officials with the community engagement process for departmental programs and projects. Coordinates meeting logistics and complete special projects and data analysis as necessary. The position will assist with equitable community engagement for large-scale planning initiatives. Planning initiatives could include: the community master plans, area specific plans, implementing engagement techniques/methods for general and specific projects, road construction projects, planning and organizing public informational and planning meetings, compiling community feedback, responding to citizen inquires, and coordinating with City departments. This position will also assist with internal process (re)design to improve customer service delivery and efficiency and will provide general administrative support.


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.

  • Responds to phone calls and emails
  • Compiles and analyzes data, prepares reports
  • Assists in the planning and preparation for equitable community engagement events and activities
  • Create public meeting notices/mailings, scheduling, advertising, setup, record keeping, website management and social media responses/monitoring
  • Manages and tracks purchases and reimbursements related to department budgets and funds
  • Processes incoming checks and invoices for payments
  • Assists in developing and preparing instruction and informational guides for public and internal use
  • Prepares correspondence relating to assigned area of activity
  • Attends meetings of City officials and community organizations for the purpose of gathering information
  • Conducts various research projects or special assignments
  • Performs related work as required

Minimum Training and Experience

Required Education and Experience

  • Associate’s degree from an accredited college or university in Public Administration or a related field
  • At least three (3) years of related work experience
  • Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities

Required Licenses or Certifications

  • None

Other Necessary Qualifications

Knowledge of:

  • English grammar, spelling, punctuation
  • Principles and practices of basic bookkeeping
  • Modern office procedures, methods and computer equipment
  • Work flows, coding and processes
  • Report creation
  • Procurement process

Skill in:

  • Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
  • Performing a variety of duties, often changing from one task to another of a different nature
  • Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
  • Research of technical information
  • Data entry
  • Composing and writing various correspondence
  • Oral and written communication

Ability to:

  • Meet schedules and deadlines of the work
  • Understand and carry out oral and written directions
  • Accurately organize and maintain paper documents and electronic files
  • Maintain the confidentiality of information and professional boundaries
  • Perform research, gather, and analyze data, and prepare reports
  • Communicate effectively, both orally and in writing
  • Plan and manage a project
  • Process and track invoices

Other Information

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.

City of Grand Rapids Employee Benefits Webpage

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