Administrative Assistant

Salary : $42,700.53 - $63,127.38 Annually
Location : Lansing, MI
Job Type: Full-Time
Job Number: 0
Department: HR AND CS
Opening Date: 04/01/2025
Closing Date: 4/9/:59 PM Eastern

Job Advertisement

The City of Lansing's Human Relations & Community Services Departmentis 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 . 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.

See links below for our Anti-Retaliation and Anti-Religious Discrimination and Religious Accommodation Policies:
City of Lansing
Teamsters Local 243 CTP & Supervisory
Fringe Benefit Summary

Health Insurance:
The City of Lansing shall offer at the time of hire the following choice of medical insurances. Coverage will be effective the first day of the month following the date of hire. If an employee chooses the Base plan, they will be eligible for a $400 cash bonus annually. Cost of the Option 1 plan will be based upon the State Mandated Hard Cap amount, which changes annually. You may choose coverage under either Blue Cross Blue or PHP. Current plans offered are:

Effective August 1, 2014:

• Base - includes a $40.00 co-pay for office visits. Prescription drug co-pays are $10/$40/$80. This plan includes a $1000/single and $2000/family in network deductible and 80% co-insurance. Emergency room services have a $250 co-pay and Urgent Care visits have a $60 co-pay.

• Option 1 - includes a $30.00 co-pay for office visits. Prescription drug co-pays are $10/$40/$80. This plan includes a $500/single and $1000/family in network deductible and 80% co-insurance. Emergency room services have a $150 co-pay and Urgent Care visits have a $50 co-pay.

• Option 2 - includes a $15.00 co-pay for office visits. Prescription drug co-pays are $0/$15/$40. Emergency room services with a $50 co-pay, and a 50% co-pay for mental health and substance abuse services.

If the employee chooses to "buy up" to Option 1, they will pay the difference between the premium cost and the State Mandated Hard Cap amount. If an employee chooses the Option 2 plan, they will be responsible for the premium cost difference between Option 1 and Option 2. Benefit summaries and rate sheets are available in the Department of Human Resources.

Vision Plan: Effective February 1, 2013 employees will be eligible for Blue Cross Blue Shield VSP 12/12/12 Vision Plan. This plan provides vision exams, lenses and frames, and contact with a co-pay.

Opt Out: Members of the bargaining unit, up to a maximum of fifteen percent (15%) of the bargaining unit, will be allowed to opt out of the City's health care plan annually, during the City's open enrollment period provided the employee provides written proof of coverage from another source. Any employee who opts out of the City's health care plan will be eligible to receive $1800 in any year which they receive coverage from another source. In addition, such payments will be made twice a year, by separate check, following the period of time the employee had alternate coverage. City employees married to City employees are entitled to one coverage only and are not entitled to opt out payments.

Dental Insurance: The City pays the full premium costs for the Dental plan provided by the City, coverage includes the employee and family members. Coverage includes 100% coverage for cleaning; 50% coverage for treatment costs with an $1,500 maximum per person per contract year. Employees and dependents will also receive orthodontic coverage which provides fifty percent (50%) of treatment costs with a $3,000.00 lifetime maximum per person. Coverage is effective the first day of the month following thirty calendar days of service. Booklets and summaries are available in the Personnel Department.
City of Lansing 125 Cafeteria Plan:
Medical and Dependent Care Reimbursement: Employees have the opportunity to pay for unreimbursed medical expenses, and dependent care costs with pretax dollars through AFLAC. AFLAC also offers supplemental insurances that may purchased on a pretax basis through payroll deduction. Unreimbursed medical will be limited to $2,500 per plan year.

Life Insurance: The City pays the premium for $50,000 of group life and $50,000 Accidental Death and Dismemberment Insurance for full-time regular employees. Life insurance coverage for dependents is available for a reasonable cost to the employee, in accordance with the following schedule:

Spouse $25,000

Unmarried child, age
14 days to 6 months $ 500

6 months to 23 years $ 2,000

Coverage is effective one (1) month and one (1) day following the date of hire. Summaries are available in the Personnel Department.
Probationary Employees: All newly hired employees, other than detention officers . click apply for full job details