Description

The Administrative Assistant plays a crucial role in supporting the internal operations of West Bloomfield Parks (WB Parks) by providing executive assistance, coordinating Commission meetings, managing documents and offering support in a variety of roles. This position reports to the Executive Director and collaborates with Leadership and Administrative teams.

The Administrative Assistant is highly-organized, adaptable and proficient in technology, particularly the Microsoft Office Suite and Teams. They possess strong communication skills, are self-directed, detail-oriented and thrive in a fast-paced environment. The Administrative Assistant demonstrates exceptional follow-through, embraces opportunities to enhance processes and actively contributes to improving systems, efficiency and decision-making across the organization.

Working Hours: Typical work hours are 40 hours per week. Work schedule is Monday through Friday 8am-4:30pm, with some weekend or evening shifts as scheduled in advance. Attendance may be required at monthly Commission meetings or special workshops as assigned.

Requirements

Essential Function(s) of the Position: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the level and/or class of this position.

Administrative

• Provide administrative and clerical support to the Executive Director and other administrative team members including the Parks Superintendent, Recreation Supervisor, and Human Resources Manager. Maintains efficient filing and workflow systems (digital and paper).
• Assist Executive Director to proactively review direct reports’ calendars for conflicts to make adjustments and/or seek guidance from direct reports. Keeps calendars, deadlines and meeting prep running smoothly.
• Coordinate calendar requests and scheduling for consultants, community partners or residents seeking meetings with the Executive Director.
• Manage incoming and outgoing correspondence through multiple channels (phone, email, USPS, etc.). Monitors and responds to general WB Parks office email inbox. Distributes daily USPS mail. Drafts and edits professional correspondence with precision and appropriate tone. Matches level of urgency to incoming requests.
• Handle tasks such as check request cover sheets, credit cards reports, and processing risk management reports.
• Coordinate monthly staff report with Leadership and Administrative staff. Ensure the report is edited for grammar and all sections are completed to be inserted in the Commission packets.
• Assist HR with the planning and preparation of staff meetings, workshops and retreats. Takes detailed notes and coordinate post-event follow up activities.
• Process all FOIA requests. Ensure that FOIA requests are responded to and resolved according to WB Parks’ FOIA policy. Ensure that timelines are adhered to. Must stay up to date on best practices in regards to FOIA requests to ensure compliance.
• Manage the scheduling of meeting rooms as requested for department meetings or activities.
• Act as IT liaison between WB Parks and WB Town Hall. Ensure all IT help desk ticket requests are completed and internal satisfaction is met. Serve as lead on communication for IT-related issues or updates. Inventories and maintains IT supplies in coordination with WB Town Hall.
• Schedule Administration meetings as requested. Coordinate and distribute agendas, take and distribute detailed and accurate notes.
• Demonstrate high level proofreading and editing skills to ensure accuracy and consistency in all written materials.
• When Executive Director is unavailable, uses discretion to take time sensitive issues to a Leadership Team member to address concern.

Document Management

• Maintain the organization of Commission and Administrative related physical and digital documentation with adherence to retention guidelines.
• Maintain Commission history and grant files by tracking information from Commission meetings, staff meetings and transposing it to the file.
• Assist Marketing & Events Manager with Annual Report statistics or information requested.
• Assist with developing spreadsheets, entering data or providing other support as needed by the Leadership or Administrative staff.
• Perform a variety of administrative support tasks including maintaining Commission files, assisting with mailings, proofreading documents, etc.
• Track and archive legal records including contracts and insurance certificates.
• Notarize documents as needed.

Commission Support

• Coordinate meeting room scheduling for Commission as well as manage correspondence with the Greater West Bloomfield Cable Commission for meeting audio requirements.
• Coordinate with the Commission meeting recording secretary for regular and special meetings or workshops.
• Coordinate and/or assist with logistics for Commission meetings, Executive & Finance meetings, and other activities and meetings as requested.
• Manage and coordinate with packet contributors according to the monthly prep schedule. This includes: cover sheets, agendas, staff report.
• Assemble the digital Commission meeting packets. Coordinate with the Community Engagement Coordinator to post meeting agendas to WB Parks’ website as required within the Open Meetings Act.
• Assist with staff meeting presentation at monthly-televised meetings.
• Set up Executive Committee meetings as well as Commission meetings once per month or as scheduled.
• Coordinate hospitality as needed for special Commission meetings or workshops.
• Receive and distribute Commission meeting minutes for approval.
• Maintain Commission meeting attendance records and ensure they are turned in quarterly to HR Manager for payroll purposes.

Communication

• Serve as the liaison in coordinating and scheduling Civic Center Campus meetings. Take and distribute notes. Follow up as needed.
• Serve as lead liaison in regards for Bring Your Child to Work day with Civic Center campus partners. Communicate information to Marketing and Events Manager and HR Manager to share with staff.
• Process any room reservations requests from Civic Center Campus partners. Work with Recreation Supervisor or Recreation Operations Coordinator as needed.
• Monitor Township Board meetings for any WB Parks related items.
• Attend community partner events representing WB Parks, as scheduled. Serve as a second liaison to the Executive Director in Township Department Head roundtables.
• Coordinate any meetings, aligning schedules, etc., as needed.
• Assist with presentations as needed in PowerPoint or Canva. Integrate graphics and add details into presentation. Proof presentations as requested.  Presentations may include: Commission, staff meeting or any public presentation prepared by any Administrative staff team member.
• Ensure that guests to any Administration office are welcomed and supported as needed.
• Communicates clearly and tactfully with elected officials, community partners and the public.

General/Organizational Support

• Some support with cash management as requested.
• Manage office supplies, equipment, and equipment inventory as assigned.
• Follows Commission By-Laws.
• Adheres to Commission guidelines, policies and procedures.
• Maintains and updates technical and best-practice knowledge.
• Establishes networks beneficial to WB Parks.
• Completes other duties as assigned.

Education/Experience/Licenses/Certificates:

• Associate degree or equivalent administrative experience is required.
• Bachelor degree in business administration or equivalent preferred.
• Proven experience as an administrative assistant, as a manager, with data entry or in a similar role.
• Registered notary within three months of hire in date.
• Familiarity with office software and phone systems.
• Must be proficient in Microsoft Office – Word, Excel, PowerPoint and Outlook. Microsoft Teams experience preferred.
• Must be proficient in Adobe Pro and/or other Adobe applications.
• Must be proficient in Google drive, docs, forms and other Google tools.
• Must have some experience in online tools such as Survey Monkey, Sign up Genius, Cognito Forms, Doodle Polls, Canva, etc.
• Comfortable using online platforms and learning new technology.
• Must be able to type quickly, minimum 60 WPM accurately.
• First Aid and CPR Certification within six months of hire in date.
• Valid State of Michigan Driver’s License.

Knowledge, Skills and Abilities:

• Maintain the strictest confidentiality of documentation, personal information and other sensitive information.
• Ability to manage multiple priorities and projects simultaneously.
• Ability to be forward thinking and prepare for situations in advance.
• Ability to learn and adapt processes to effectively mirror and support the Executive Director’s workflow.
• Strong problem solving and written communication skills.
• Proficient with using technology and various computer programs and applications, as well as online applications.
• Familiarity with State of Michigan Open Meetings Act and Freedom of Information Act (FOIA). Understanding of the State of Michigan’s record retention schedule pertaining to documents both paper and digital.
• Understands and is capable of performing document management role and data processing/sorting.
• Ability to be highly organized and eager to learn the established processes of the office.
• Organizes work and can work independently, as well as with a team.
• Maintains excellent internal and external customer service skills and professionalism.
• Good organizational skills with exceptional emphasis on detail.
• Uses tact in handling difficult situations.
• Must be productive, courteous, flexible, resourceful and creative as well as have effective work skills.
• Comfortable operating various pieces of office equipment.
• Professional in appearance and demeanor.

Equipment, Machinery, Tools and Vehicles Used: Office equipment, including computer, phone, large capacity printer, company van, etc.

Physical Demands: This position is primarily an office position therefore must be able to sit for long periods of time at a computer work station, typing and making phone calls. Some field time required so must be able to stand for periods of time and withstand the outdoors for some periods of time, in all elements. Must be able to lift 25 pounds.

Working Conditions: Must be able to work in a fast-paced environment and able to meet various deadlines. May be exposed to extreme heat/cold when occasional field time is required.

Benefits: This position is eligible for all benefits, including but not limited to medical, dental, vision, life insurance, long term disability, short term disability, flexible spending account, MERS, 401a, and 457 contributions. Eligible for mileage reimbursement as personal vehicle use may be required for meetings, work errands, site checks, picking up supplies or catering for approved work events.

Reporting Relationships: A person in this position will report to the Executive Director. This position also supports all staff on the Leadership and Administrative Teams. The Leadership Team may provide coaching to person in this role and may provide performance evaluation feedback as part of the performance evaluation discussion with Executive Director.