Departmental Administrative Assistant

Departmental Administrative Assistant

Salary

$19.11 - $26.55 Hourly

Location

City Hall

Job Type

Full-Time Permanent

Job Number

26-00046B

Department

Master Planning Implementation

Opening Date

07/20/2026

Closing Date

8/3/2026 2:00 PM Eastern

FLSA

Non-Exempt

Bargaining Unit

1600

Job Level

26

• Description
• Benefits
• Questions

Pre-Employment Requirements

Employment is contingent upon successful completion of all applicable pre-employment screenings and verification of eligibility to work in the United States, in accordance with applicable laws, civil service rules, and collective bargaining agreements.

GENERAL STATEMENT OF DUTIES

Under general supervision, performs a variety of administrative, coordination, and support functions for departmental operations. Responsibilities include assisting with contract and resolution preparation, supporting procurement and purchase order processes, processing invoices, and preparing reports and materials. This position requires strong organizational skills, attention to detail, and the ability to manage multiple assignments.

DUTIES AND RESPONSIBILITIES

• Assists in the preparation and processing of resolutions, contracts, and agreements in accordance with established procedures.
• Coordinates and supports the purchase order process, ensuring required documentation is complete and submitted in a timely manner.
• Reviews and processes invoices for accuracy and proper approvals.
• Assists with the preparation and tracking of grant reports and supporting documentation.
• Prepares a variety of reports, correspondence, and administrative materials.
• Maintains organized files and records related to contracts, procurement, and financial activities.
• Communicate with internal departments and external vendors to obtain information and ensure timely processing of documents.
• Tracks deadlines and follows up on outstanding items related to contracts, procurement, and reporting.
• Provides general administrative and project support to department staff.
• Performs other duties as assigned.

MINIMUM ENTRANCE REQUIREMENTS

• Associate Degree in Business Administration, or a related field, or three (3) years of work-related experience and,
• One (1) year of experience in administrative support, finance, procurement, or a related area.

An equivalent combination of education and experience may be considered.

Preferred Qualifications:

• Experience in a municipal or public sector environment.
• Familiarity with procurement or financial systems.
• Demonstrated ability to manage multiple priorities, maintain organized records, and meet deadlines in a fast-paced office environment.

SUPPLEMENTAL INFORMATION

KNOWLEDGE, SKILLS AND ABILITIES:

• Basic knowledge of administrative processes, procurement procedures, and recordkeeping practices.2.Strong organizational skills and attention to detail.
• Ability to follow established policies and procedures.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Effective written and verbal communication skills.
• Ability to work independently with general guidance.

Equal Employment Opportunity Statement

The City of Flint is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other legally protected status.

Americans with Disabilities Act (ADA) Notice

Applicants requiring reasonable accommodation to participate in the hiring or selection process should contact the Human Resources Department.

The City of Flint recognizes the value of benefits to employees and their families and offers a comprehensive and competitive benefits package to eligible full-time employees. Benefits will be provided based upon employment status.

Benefits offered include the following:

Retirement Program: City of Flint eligible employees participate in the MERS hybrid plan. The MERS Hybrid Plan offers you two important tools. The stability and security of a defined benefit plan, combined with the flexibility and investment choice of a defined contribution plan to help you achieve your retirement goals. At retirement, you'll receive a modest lifetime defined benefit (DB) and a separate defined contribution (DC) account you manage.

The DC plan requires an employee pretax irrevocable contribution of 1%-5% (Exempts employees contribute 5%). The employer pays the DB portion and matches the employees DC contribution. (Maximum employer match is capped at 10% for both the DB & DC. DB is always funded first). Employee contributions are 100% vested. Employer DC contributions vest at 20% per year and fully vest after 5 years. DB portion vests after 6 years and is payable at age 60. The City of Flint is a reciprocal employer under Act 88

Insurance Benefits: The City of Flint offers medical insurance (HAP and BCBS of Michigan), dental and vision to eligible employees, their spouses, and qualified dependents. Life & AD&D and short-term disability are available for free to eligible employees after six months of employment. The City of Flint offers a $100 per month opt-out payment for any employee who has other insurance coverage through a spouse or former employer and chooses not to take the City's medical insurance.

Eligible employees can also enroll in flexible spending accounts for both medical and dependents. They have immediate access to the full amount selected while paying back that amount with pre-tax payroll deductions over the following year.

City of Flint eligible employees also participate in an HCSP plan for future retiree health care costs. Employees contribute $600 pre-tax yearly ($23.08 each pay they work and/are paid 40 hours regular wages) and the employer matches $1500 yearly ($57.70 each pay they work and/are paid 40 hours regular wages). This plan is available for use after termination of employment. (The employer match is vested 20% each year and 100% vested after 5 years.)

EAP: The Ulliance Life Advisor Employee Assistance Program is designed to help employees, their spouses or live-in partners and their dependents through the age of 26 with the many personal/work challenges that we all encounter from time to time. The Ulliance Life Advisor Employee Assistance Program is confidential, and no cost to eligible employees, spouses/partners or covered dependents.

Voluntary Plans: The City of Flint also allows eligible employees to participate in voluntary supplemental programs. Aflac, Colonial, Equitable 457 plan and Mission Square 457 plans are available to employees. The 457 plans require pre-tax deductions. The 457 plans also allow employees to borrow up to 50% of their balance with a 5-year repayment schedule.

Professional Development: Eligible employees can apply for a $500 educational reimbursement per calendar year. Curriculums must be job-related courses from an accredited educational institution while maintaining a full-time employment status.

Student Loan Forgiveness: As an employee of the City of Flint, you may be allowed to participate in programs that forgive the balance of qualifying student loans. Information to help determine if you qualify is available from the US Department of Education.

Paid Holidays: Eligible employees receive holidays each year including New Year's Eve and Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, the 4th of July, Labor Day, Thanksgiving, Christmas Eve and Day. ( Sworn Officers receive Easter Sunday holiday instead of New Year's Eve holiday).

PTO (Paid Time Off): PTO is provided according to union contracts and/or exempt policies to eligible employees. Earned PTO balances carry over each year and are paid out at termination for any employee with 6-month seniority.

Flex (Comp Time): Sworn Officers are allowed to bank overtime at 1.5 hours x hours worked. Flex time is used as leave time and the employee is paid out for any unused eligible hours at termination.

01

Do you possess an Associate Degree in Business Administration or a related field, and at least one (1) year of experience in administrative support, finance, procurement, or a related field? If yes, you must attach your transcripts and document relevant experience.

• Yes
• No

02

Do you have at least three (3) years of work-related experience, including at least one (1) year of experience in administrative support, finance, procurement, or a related area? If yes, document relevant experience.

• Yes
• No

Required Question

Employer City of Flint

Address City of Flint

1101 S. Saginaw St

Flint, Michigan, 48502

Phone 810-766-7280

Website https://www.cityofflint.com/