Executive Administrative Assistant - OSPPI

Ingham County Human Resources • Lansing, MI • 15h ago

Description

This position works in the office Monday - Thursday, Friday Remote & Attend Evening/Weekend Events as needed

Under the direction of the Strategic Policy & Public Impact (SPPI) Director and Community Corrections Manager, provides a variety of administrative support to the Office of SPPI and Community Corrections as directed. With a customer service focus, schedules meetings and training sessions, gathers materials, @types correspondence, resolutions, maintains confidential information. Assists with ensuring appropriate actions and deadlines are met. Coordinates public relations functions of the SPPI Office, and serves as liaison between the SPPI Office and the general public, other agencies, elected officials, Board of Commissioners, and County Department Heads. Assists with the Racial Equity Taskforce, Equal Opportunity Committee, Health in all Policies Committee, Employee Driven Growth & Engagement Committee, Safe Space Advocates, and Community Corrections Advisory Board with general secretarial and administrative support.

Essential Functions

Provides a variety of secretarial and administrative support services, including preparing correspondence, reports, and other documents; answering and directing telephone calls; scheduling appointments; maintaining confidential files; and attending meetings as required.

Prepares and organizes agendas, assembles supporting documents, and takes and transcribes minutes for assigned boards and committees, such as the Racial Equity Taskforce, Health in All Policies, Equal Opportunity Committee, and Community Corrections Advisory Board.

Monitors departmental expenditures, tracks incoming and outgoing payments, maintains budget records, and serves as procurement card site coordinator for the SPPI Office and Community Corrections.

Drafts resolutions, correspondence, reports, and other documents for the Department Head's review and signature.

Monitors contracts and processes related payments by reviewing invoice amounts against scope of service and budget limits. Assists with preparing grant applications, mailings, and invoices as they relate to contracts.

Sources, creates, and publishes content on social media platforms (Facebook, Twitter, Instagram) to build awareness, expand outreach, and strengthen community engagement.

Plans and manages community engagement events by coordinating vendor and venue logistics, scheduling staff and volunteers for tabling, and ensuring effective public outreach. Oversees budgets, deadlines, and representation of the office at events, including distribution of resources, gathering feedback, and fostering resident connections.

Demonstrates effective communication skills by engaging respectfully and professionally with individuals from diverse backgrounds to promote clarity, understanding, and collaboration.

Provides remote access equipment, meeting software support, and room setup for community meetings that require hybrid or remote participation.

Receives and screens visitors, answers and routes calls, and assists in researching issues by contacting other County offices and compiling information.

Utilizes a variety of software programs to perform administrative functions, including data entry, proofreading, filing, copying, scanning, faxing, and processing mail. Prepares correspondence, documents, and reports for the Department Head's review and signature.

Oversees office supply inventory and workplace upkeep by monitoring stock, ordering materials, and maintaining the cleanliness and organization of shared office spaces to support a professional and efficient work environment.

Manages multiple tasks and interruptions effectively while meeting competing deadlines.

Other Functio

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