Community Services Assistant

Location: Paw Paw

Rate of Pay:
Non-Union R23 / $21.37 - $29.33

JOB SUMMARY

The Community Services Assistant provides essential administrative and communication support to the Community Services Department. This position helps coordinate meetings, maintain accurate records, assist with public communications, and support the department’s housing, community development, and outreach initiatives.

PRINCIPLE DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Board and Commission Support

• Assist with scheduling and preparing materials for assigned boards and commissions, including the Building Authority, Brownfield Redevelopment Authority, Land Preservation Board, Opioid Settlement Committee, Parks Commission, Planning Commission, and others as they are developed.
• Prepare meeting notices, agendas, and minutes in compliance with the Open Meetings Act.
• Maintain organized files of bylaws, resolutions, and other governing documents.
• Provide administrative support before and after meetings and attend in person or virtually as needed.

Website, Digital Communications, and Outreach Support

• Maintain department and board/commission webpages with up-to-date meeting information and materials.
• Share department updates and announcements through social media and email as appropriate.
• Help distribute information to local units of government, community partners, and other key audiences.
• Coordinate with the Digital Information Department for technical updates and formatting support.

Administrative & Organizational Support

• Manage the department calendar, including scheduling meetings, organizing logistics, and tracking project deadlines and follow-up tasks.
• Support timely and professional communication by responding to routine inquiries, drafting letters, forms, and internal documents, and monitoring department communications and workflow tracking systems to ensure timely follow-up and responsiveness.
• Assist with file organization, document preparation, mailings, scanning, and gathering background materials or sample documents to support decision-making, reporting, and special projects.
• Provide support for other department programs or projects when additional administrative help is needed.

Financial and Program Support

• Communicate with homeowners & receive program payments for the County’s Community Development Block Grant (CDBG) / Housing Rehabilitation Program.
• Help track invoices, payments, and documentation related to department expenses.
• Assist in organizing grant files, reimbursement requests, and funding reports.
• Support preparation of summaries and updates for internal and external reporting.

QUALIFICATIONS / EXPERIENCE Education & Experience

• High school diploma or equivalent required; relevant college coursework or training preferred.
• At least 2 years of administrative or clerical experience (government or nonprofit experience a plus).
• Experience with website updates, social media posts, or other public-facing online content is preferred.

Skills & Abilities

• Strong organization, follow-through, and time management skills.
• Clear written and verbal communication.
• Comfortable with Microsoft Word, Excel, Outlook, file systems, and basic use of AI tools to support workflow efficiency and communication.

OTHER REQUIREMENTS

Employment is dependent on background check, criminal history, and drug screen. Applicant must complete County application form.

SUPERVISORY RESPONSIBILITIES

Direct Reports:
None

Delegation of Work:
Not applicable

Supervision Given:
Not applicable

Reports To:

This position reports to the Community Services Director

WORK LOCATION AND PHYSICAL DEMANDS

This position works in a typical office environment using standard office equipment such as telephone, computer, copier, etc. No hazardous or significantly unpleasant conditions (such as in a typical office).

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