Office Assistant

SUMMARY : Management Business Solutions is seeking an Office Assistant for our client in Grand Rapids, MI. This individual will perform advanced clerical and administrative tasks, support departmental operations, and maintain accurate documentation and record systems. This person will be providing overall administrative and clerical support. This is a long-term contract job opportunity.

RESPONSIBILITIES :

• Maintain reference files and record systems; collect, organize, and compile data for reports and documentation.
• Establish document control procedures for proper handling, storage, and retention of records in accordance with applicable laws.
• Provide clerical support for in-person meetings, including preparing meeting agendas, drafting minutes, and distributing materials.
• Conduct clerical research and gather information for administrative and public reports, ensuring accuracy and completeness.
• Prepare correspondence, reports, and various documents; take detailed dictation and meeting notes as needed.
• Coordinate schedules, arrange meetings, maintain appointment calendars, and handle travel arrangements for supervisory staff.
• Greet and assist visitors and callers; screen incoming calls and correspondence, and route inquiries appropriately.
• Coordinate administrative activities with other departments, divisions, and external agencies.
• Respond to complex issues, inquiries, and citizen concerns, ensuring compliance with relevant regulations and departmental policies.
• Serve as a liaison between the department, vendors, and contractors.

QUALIFICATIONS :

• High school diploma required, Associate Degree in Business Administration preferred.
• 3 years of experience in general clerical or office work is required.
• Knowledge of standard offices practices and procedure is required.
• Experience working in a customer service position highly preferred.
• Bilingual in English and Spanish is preferred.

MANAGEMENT BUSINESS SOLUTIONS IS AN EQUAL-OPPORTUNITY EMPLOYER