Administrative Analyst I - CIA and BID Support

Full Job Description

An ideal candidate will be organized, detail-oriented, have experience interacting/supporting boards, enjoy working with main street businesses, and have familiarity with the Michigan Open Meetings Act. Together with the team, this contributor’s efforts will result in place-based economic strategies, marketing initiatives, and neighborhood investment frameworks that align with broader citywide goals.

ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Facilitate the six (6) CIA and one (1) BID board meetings
• Prepare and distribute agenda for public meetings
• Prepare and distribute meeting notices and keep records of meetings as required by MI OMA
• Prepare board memos, staff reports, and written summaries for CIA and BID agenda items.
• Coordinate the annual budget preparation process for all authorities, including revenue projection, cost estimating for the infrastructure project through coordination with CIA committees and other city departments.
• Monitors CIA and BID expenditures against approved board priorities to ensure fiscal alignment and enable compliance with legislative requirements.
• Assist in the coordination of shared physical improvements (e.g., bike racks, benches, streetscape) to drive process efficiencies across multiple authorities and city departments.
• Collaborate with contracted corridor managers by providing administrative support and city department coordination necessary to advance board goals.
• Maintain official rosters and serve as the primary point of contact for board member inquiries, exercising professional discretion in all communications.
• Coordinate the vendor registration process, manage contracts, and invoice coding for all CIA and BID.
• Participate in the annual (or less often as determined by the BID Plan) declaration of necessity
• Administer the Façade Grant programs, overseeing the lifecycle from applicant registration and vendor setup to final payment.
• Research and identify other grant opportunities to provide alternative funding mechanisms to support CIA initiatives.
• Document and file management for CIAs and BID
• Data entry and reporting in Salesforce to meet city and Act 57 reporting requirements and improve program performance.
• Website maintenance as it pertains to CIAs and BID OMA Requirements
• Interacts with other City departments as necessary to facilitate CIA investments.
• Performs other related duties as assigned.

Requirements

Required Education and Experience

• Bachelor’s degree Business or Public Administration, Government, or a related field

--AND--

• Two (2) years of progressively responsible related work experience

--OR--

• Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities

Additional Information

We Offer:

• Medical, Dental, and Vision starting on Day 1
• 6% employee 401a contribution with employer matching (6% or 7% based on bargaining unit)
• Employee & Employer contributions to Retiree Health Savings Account
• Voluntary benefits such as term life insurance, flexible spending accounts, accidental insurance, disability insurance, and deferred compensation plan options
• Twelve Paid Holidays
• Paid Vacation and Sick Time
• Paid Parking (if applicable)
• Employee Home Ownership Incentive
• Tuition Reimbursement and professional development opportunities
• Paid Parental Leave
• Employee Assistance Program with free mental health counseling
• Comprehensive Wellness program with a health and wellness incentive
• Employee Discounts and Perks

Should an applicant need any disability related accommodation or other consideration in the application or selection process, please notify the human resources department upon submittal of application

The City of Grand Rapids does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy or gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Please Note:
This position is subject to the provisions of the applicable collective bargaining agreement and all relevant civil service rules. For additional information, links to union agreement and Civil Service Rules are provided below.

Collective Bargaining Agreements

Civil Service Rules(Download PDF reader)