Brownfield Project Assistant at City of Kalamazoo, MI

About the Department

The City of Kalamazoo is seeking a part-time Brownfield Project Assistant to support project intake, document management, board operations, property maintenance coordination, and grant reporting for the City’s Brownfield Program.

This position is part of the Planning Division within the Community Planning and Economic Development (CPED) Department and reports to the Development Manager. The role works collaboratively with other CPED divisions and city departments involved in development and incentive administration

The position requires strong organization, attention to detail, and the ability to work independently with sound judgment. The ideal candidate can evaluate information, set priorities, and make decisions within established policies and procedures to maintain efficient and accurate program operations. The position maintains consistent office hours (20 hours per week) with early morning availability every Thursday starting as early as 7:00 a.m. to prepare for and attend Brownfield Redevelopment Authority meetings.

Position Duties

• Coordinate and maintain project files for brownfield plan applications, including intake, tracking, and document management throughout review and approval stages.
• Organize and support all Brownfield Redevelopment Authority, committee, and associated internal preparation meetings, and manage agenda preparation, public noticing, minute taking, and recordkeeping.
• Communicate directly with developers, consultants, and city staff to provide program information, clarify requirements, and ensure timely follow-up.
• Manage property maintenance activities for Brownfield Authority-owned sites, including initiating work orders, coordinating contractors, and ensuring timely completion and documentation of services.
• Support management of state grants and local reimbursements by collecting documentation, verifying accuracy, and preparing reports to state agencies.
• Maintain organized digital and physical records and ensure data accuracy across multiple systems.
• Support vendor procurement and contract administration for BRA projects, including RFPs, quotes, purchase orders, invoices, and payments.
• Prioritize tasks independently and manage multiple projects to meet program and reporting deadlines.
• Perform other duties as assigned.

Minimum Qualifications

• Strong organizational skills, accuracy, and attention to detail.
• Ability to independently plan work, make decisions, and exercise sound judgment within established procedures.
• Knowledge of accounting principles, records management, or public administration.
• Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Familiarity with databases and project management software such as Salesforce, BS&A, and/or Civic Clerk.
• Strong written and verbal communication skills, including the ability to prepare meeting minutes and correspondence.
• Positive, professional demeanor and commitment to responsive customer service.
• Valid driver’s license and ability to use a city vehicle for occasional site visits. 

Other Qualifications

• Minimum two years of relevant work experience, or an equivalent combination of education and training.
• Associate degree or higher preferred.
• Experience in real estate, municipal finance, development incentives, or government board operations preferred.