City of Ann Arbor
  • Downtown Development Authority
  • Ann Arbor, MI, USA
  • 24.04
  • Hourly
  • Full Time

N/A


The Way We Work The Employees of the Ann Arbor DDA work collegially and with transparency in support of the mission and Board of the DDA. They accomplish their work in a framework of best practices, working with openness and striving for innovative solutions that can have the most impact toward meeting the goals of the DDA and the community

Role Summary

Performs and coordinates a wide variety of complex and confidential tasks, activities and inquiries involving DDA Executive Director, Deputy Director, DDA Board Members, DDA staff, Downtown Merchant Associations, City personnel and the general public.  Understands managements' objectives and decisions and makes appropriate judgments regarding the use and sharing of information.  

Essential Duties

Incumbent may be responsible for, but not limited to, the following duties:

* Provides assistance to internal and external customers, focusing on providing solutions without making

additional referrals.

* Utilizes knowledge of DDA policy and procedures and of other organizations to develop appropriate response or referral when necessary. 

* Identifies and maintains appropriate working relationship with key individuals.

* Supports the DDA Board and staff by planning for, setting up for and cleaning up after multiple meetings and events on and off site. 

* Prepares materials and packets for meetings.  

* Handles inquiries about parking, maintains parking permit wait lists, approves and processed parking permits.

* Attends, takes minutes, and interfaces with public at meetings.  

* Maintains minutes and meeting postings according to DDA policy and legal requirements 

* Responsible for the operation of the DDA office on a day-to-day basis including, but not limited to, maintaining DDA office equipment, ordering supplies, processing payroll and updating the DDA website. 

* Establishes and manages administrative calendar, deadlines and procedures.  

* Creates and maintains policy, procedure and records management systems in accordance with DDA policy.

* Adapts and adjusts behavior and work methods rapidly in response to new information, changing conditions and unexpected situations requiring attention and resolution. 

* Identifies and analyzes problems, making logical decisions and exercising appropriate judgment to recommend to management or independently implement solutions to organizational or individual problems.  

* Answers phones and has face to face interactions with visitors. 

Related Work

* Organizes and analyzes data in a variety of forms to answer questions and create reports in support of management and the DDA Board's decision. 

* Defines, plans, executes and coordinates administrative projects based on executive directive, and applicable State and Federal laws within a specified time frame.  

* Performs other related duties as assigned.

Knowledge of: 

* DDA policy and procedure

* DDA Executive Director processes, performance standards and resources

* Advanced operation of personal computer and office software applications (e.g. Microsoft PowerPoint, Excel, Word, Outlook)

* Basic mathematics

* Budget processes 

* Project initiation and management

Skills and Ability to:(position requirements at entry)

* Clear, concise verbal and written communication

* Communicate tactfully and positively with public and DDA Board and employees

* Problem solving and analytical 

* Organization and planning

* Self directed 

* Customer relations and relationship management

* Conflict management

* Ability to make logical decisions, exercising appropriate judgment

* Advanced use and understanding of office information technology

Equipment

Computer and software applications, fax machine, copier, telephone, and other miscellaneous office equipment.

Training and Experience (position requirements at entry)

Required:

* Bachelor's degree in business administration, public administration or a related field

* At least three years experience in general office practices and procedures

Preferred:

* At least four years office administration and staff assignment work 

* At least two years experience working in a municipal government 

 Physical Requirements 

The physical demands described here are representative of those that must be met by an employee to

successfully perform the essential duties of this job. Reasonable accommodations may be made to enable

individuals with disabilities to perform the essential duties.

 *Positions in this class typically require: reaching, lifting, pushing, pulling, grasping, talking, seeing, hearing and

repetitive motions.

 *Move and lift light objects less than 20 pounds such as mail, files and supplies.  Operating office equipment

requiring continuous or repetitive hand/arm movements.  The ability to remain in a sitting position for extended

periods of time.

Sedentary Work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently

or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time.  

City of Ann Arbor
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