Administrative Assistant

LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY

POSITION TITLE: Administration Assistant
DEPARTMENT/SECTION: Administration
POSITION REPORTS DIRECTLY TO: VP Administration
LOCATION: Lansing Center
POSITION SUPERVISES: Not Applicable
STATUS: Full-time, Non-Exempt
COMPENSATION: Salary

JOB SUMMARY:

The Administration Assistant is responsible for the clerical, secretarial and administrative assistance to the Administration Department personnel and functions, and to ensure that the services of Administration Department of the Lansing Entertainment and Public Facilities Authority (LEPFA) are provided in an efficient, effective, and timely manner.

The Administration Assistant will be responsible for the support of all administrative, managerial personnel and the administrative services to provide a superior experience to the clients/guests of the Cooley Law School Stadium, Lansing Center, Groesbeck Golf Course, and events and entities supported by LEPFA.

In addition, the Administration Assistant will assist in the development and implementation of departmental processes designed to promote efficiency of operation and quality of service.

JOB RESPONSIBILITIES:

1. Responsible for accurate and timely administrative support functions and distribution of administrative documents and reports.

2. Responsible for clerical administrative support of all administration staff.

3. Operates and maintain records of the equipment of the Authority.

4. Provides coverage support for the Receptionist and Sales & Services clerical personnel.

5. Attends, participates and coordinates LEPFA Board of Commissioners, administrative and staff meetings.

6. Develops, maintains, coordinates and acts as liaison with outside organizations, vendors, city departments, private firms and clients and operational service contractors, to include security services, police, fire, medical and traffic/parking personnel.

7. Responsible for maintaining communication and coordination channels with all internal LEPFA departments.

8. Assists and is responsible for adhering to appropriate purchasing and payroll procedures in an accurate and timely manner.

9. Responsible for the functions of the Authority in the accurate and timely preparation, distribution, and administration of LEPFA

Board meetings and information.

10. Participates in LEPFA committee and staff meetings as requested.

11. Participates in and provides support for special events sponsored by LEPFA at other external locations as needed.

12. Responsible for the creation and maintenance of President & CEO filing system and records.

13. Oversees the President/CEO and Vice Presidents calendar(s) as assigned.

14. Coordinates meetings, events and activities with the LEPFA Board, City Departments, and the public and outside agencies as assigned.

15. Responsible for maintaining communication and coordination channels with all internal and external partners; City of Lansing,
LEPFA Board of Commissioners, the Public and various outside agencies as required.

16. Responsible for the accurate and timely coordination of travel arrangements and accommodations for the President/CEO and/or

Vice Presidents as required.

17. Responsible for the creation and maintaining of the President/CEO’s filling system and records to ensure that accurate records are maintained as required by LEPFA policies and procedures.

18. Provides administrative and clerical support to the LEPFA Board of Commissioners.

19. Responsible for the accurate and timely composition, compiling and preparation of correspondence, reports and related documents as assigned.

20. Attendance and/or travel may be required for functions held off site.

21. Performs, prepares and reviews complex and confidential reports, letters, memoranda, in an accurate and timely manner.

22. Assists in the timely and accurate addressing of complaints and/or requests for information on regulations, procedures, systems and precedents relating to the President/CEO, the Board of Commissioners, and the Lansing Entertainment and Public Facilities
Authority as directed.

23. The Administration Assistant shall be knowledgeable in all LEPFA organizational and departmental, policies, procedures, fire and safety codes and procedures.

24. Responsible for maintaining and developing accurate records, logs and reports for the Authority as assigned.

25. Assists in providing a safe environment free of harassment for employees and ensure compliance with all LEPFA policies, applicable OSHA standards and local, state, and federal laws including the Americans with Disabilities Act of 1990.

26. Responsible for knowledge of Authority policies, safety and fire regulations and procedures relating to the Lansing Entertainment and Public Facilities Authority.

27. Position requires irregular schedules, including evenings, weekends and holidays; the performance of work assignments may not be directly related to job specifications. Adjustment of shifts, overtime, breaks, etc. may be required upon short notice.

28. Other duties as assigned.

MARGINAL ROLES & RESONSIBILITIES:

• Responsible for researching and keeping abreast of industry and position related trends and reporting as needed.
• Serves as a LEPFA Notary.
• Keep abreast of new innovations, improvements in procedures and developments within the industry, to improve efficiency of operation, and customer service.

QUALIFICATIONS & REQUIREMENTS:

1. Education & Experience:

• Associate degree in business administration, management or related field. Additional years’ experience may serve as substitute on the basis of two (2) years’ experience for one (1) year of college.
• Two (2) two years progressively responsible administrative/clerical experience within a convention facility or a position within a comparable industry experience preferred.

2. Skills:

• Ability to positively interact with others in a courteous, cooperative and professional manner
• Professional and positive attitude and demeanor
• Consistent and timely attendance
• Ability to demonstrate initiative and ownership of work area, assignments, and projects
• Ability to follow security and/or safety procedures
• Ability to work independently
• Exceptional organization skills and processes
• Excellent interpersonal skills
• Excellent customer service skills
• Clear and organized work habits
• Excellent verbal, listening and written communication skills in the English language
• Ability to meet deadlines
• Computer skills including knowledge of all Office Suite programs
• Excellent communication etiquette .
• Knowledge of LEPFA purchasing procedures
• Knowledge of current office/clerical best practices
• Clear and consistent communication skills
• Ability to project a positive public image
• Ability to follow supervisory guidance and direction
• Decision making skills
• Demonstrated ability to be an enthusiastic advocate of LEPFA events and services
• Ability to maintain confidentiality
• Ability to accurately take, transcribe, and type meeting minutes in a timely
• Knowledge of multi-line phone system
• Ability to maintain and organize executive calendars and meetings
• Ability to perform basic math calculations
• Knowledge of Roberts Rules of Order
• Basic record keeping/filing skills
• Ability to create and maintain departmental files, accurate records, logs and reports following LEPFA’s organizational standards and procedures
• Ability to research using the Internet

3. Psychological/Mental/Physical Requirements:

• Team cooperation
• Attention to detail
• Ability to prioritize and be flexible
• Ability to handle multiple tasks simultaneously
• Ability to hand difficult people professionally and tactfully
• Ability to project a cheerful presence, regardless of possible internal and external pressures
• Ability to listen carefully and demonstrate clear understanding
• Ability to focus on a computer monitor for extended periods of time
• Ability to operate a keyboard
• Ability to operate a calculator
• Ability to cope with the unexpected
• Ability to lift 25 pounds maximum with frequent lifting and/carrying of objects weighing up to 10 pounds
• Occasional standing and walking
• A valid Michigan Driver’s License in order to perform work related duties.
• Ability to bend, twist and reach overhead and below the knees
• Ability to squat and climb, including stairs
• Ability to sit for extended periods of time
• Ability to work in a busy environment with multiple people, noises, smells and distractions
• Ability to withstand heights
• Ability to withstand noise in the work environment
• Professionally attired

4. Environmental Requirements:

• Ability to withstand performance of job functions in inclement and adverse weather conditions.
• Exposure to oil, greases, solvents and other chemicals that may be hazardous
• Exposure to cold, ice, snow, heat, rain, dust, noise, fumes, chemicals, food allergens, outdoor and environmental allergens
• Ability to perform duties in an outdoor, golf course setting

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of the job. The incumbents may be requested to perform job-related responsibilities, special projects, duties and tasks other than those stated on this job description.

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Lansing, MI 48933 (Required)

Work Location: In person

Salary : $40,000 - $45,000