The Management Services Support Specialist is responsible to provide full range support to the Management Services Department and Chief Financial Officer, including complex, confidential, and sensitive information to the Director, Deputy Director and Division Managers, and assists in carrying out policies and programs related to those functions.

Examples of Duties

A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.

• Answers, screens and directs phone calls; takes messages and relays information to appropriate staff member.
• Designs, drafts and prepares a variety of documents including City documents.
• Maintains the Management Services department web page.
• Schedules and coordinates various meetings, events and activities.
• Coordinates project management for the department including gathering information; making travel arrangements; preparing and maintaining files and records and providing information on policies and procedures.
• Assists in the preparation of the departmental annual budget.
• Assists in the preparation of contracts, leases, and legal agreements.
• Administers the City's procurement card and programs including training – EDEN, SDG2, Reminders.
• Coordinates and maintains minutes for various boards (Pension, FFE & RIC).
• Administers the City's certificate of insurance tracking software.
• Coordinates property damage and legal claims.
• Coordinates and prepares annual insurance renewal paperwork.
• Performs various duties as it relates to Risk Management.
• Prepares various required reports for the City's liability insurance provider(s).
• Performs records administration including the evaluation of processes and making recommendations for improvement.
• Manages the office supply inventory and administration of the City's Office Depot and Amazon Business programs.
• Prepares office financials including purchase orders and vouchers.
• Prepares special projects as needed for Management Services.
• Performs duties as the department's FOIA coordinator and HR Liaison.
• Administers the City's sale of surplus property program.
• Reviews prevailing wages certified payroll and follow up on incorrect wage rates or failure to provide payrolls.
• Performs other related duties, as assigned.

Essential Qualifications

• High school diploma or equivalent.
• Minimum of four (4) years of office experience including knowledge of field management services and procurement.
• Computer key typing of 40-65 wpm.
• Advanced knowledge of Microsoft Office applications
• Strong, clear communicator and excellent interpersonal skills; proven ability to effectively and positively communicate with the public and all levels within the organization.
• Demonstrates a sense of urgency, prioritizes well, shows energy, responds to opportunities, instills urgency in others, and meets deadlines.
• Strong organizational and multi-tasking and skills.

Acceptable Training and Experience

The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.

The benefits for this position fall within the City of Kalamazoo Non-Bargaining Unit (NBU) employee group.

For a summary of City of Kalamazoo benefits in NBU positions, please visit our website: www.kalamazoocity.org/benefits

Please note: these benefits are subject to change.