Administrative Assistant

JOB SUMMARY:

Reporting to the Executive Director, the Administrative Assistant provides administrative and operational support to drive the revitalization of designated municipal areas. This role will handle a mix of routine and specialized tasks ranging from economic development and grant tracking to financial processing with significant independence. As a key point of contact, you will liaise extensively with the public, government officials, residents, and the business community to ensure the CRA's mission is executed efficiently.

ESSENTIAL JOB FUNCTIONS:

The following statements describe the principal functions of this job and its scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

• Serves as the Administrative Assistant to the Executive Director.
• Provides clerical and administrative support including but not limited to routing office tasks, creating forms, reports, purchase orders, and other documents as requested, preparing and maintaining calendar for Executive Director and operations, distributing mail, processing department correspondence, receiving and routing phone calls, greeting visitors, making travel arrangements, coordination and scheduling of CRA Board meetings, community meetings and special events.
• Serve as the first point of contact for resident and business inquires regarding redevelopment projects and incentive programs.
• Prepare and distribute agendas and information packets for CRA Board.
• Establish and maintain official records, filling system, and databases in compliance with public records laws.
• Attends all CRA meetings and/or workshops to provide comprehensive coverage by recording and transcribing accurate official minutes in a timely manner.
• Attend as required official city council meetings, workshops special events, and/or public hearings to ensure thorough documentation and support for the CRA.
• Attends all CRA community meetings and events.
• Draft and publish legal advertisements as required.
• Responsible for processing vendor invoices and creating purchase orders ensuring all documentation is attached prior to submission.
• Coordinate with the City Finance Department to assist in keeping finances up to date for projects.
• Assists in the preparation of budget information and presentations.
• Support the Executive Director and the City Finance Department in the external audit process to ensure financial accuracy and compliance.
• Assist in the advancement of infrastructure projects, business grant programs and all other related CRA initiatives to ensure they remain on schedule and within budget.
• Assist in tracking program awards, verifying applicant eligibility and maintaining required documentation.
• Assist in the implementation of economic development programs and planned activities and projects as required.
• Assists in the coordination of the downtown redevelopment and marketing the CRA District.
• Maintain the CRA portion of the city website and social media presence.
• Follows policies established by the CRA.
• Adheres to work schedule and attendance requirements.
• Adheres to all safety rules and regulations.
• Must create a positive public image as a representative of the CRA and the City.
• Performs other duties as assigned by the Executive Director.

KNOWLEDGE, SKILLS AND ABILITIES:

• Proficient in use of Microsoft Office products, computers and of modern office practices and procedures.
• Ability to effectively communicate verbally and in writing with the Executive Director, Board members, public, city employees, department heads, other governmental agency representatives, and City officials.
• Ability to assist in meeting multiple competing deadlines and possess strong organizational skills, including attention to detail.
• Ability to establish and maintain effective working relationships with elected officials, department directors, subordinates, community and civic organizations, the general public, and the media.
• Ability to handle sensitive and confidential information with discretion.
• Ability to travel occasionally for meetings, training, or career development.
• Knowledge of office management, personnel, financial, and administrative practices.
• Knowledge of computers and job-related software programs.
• Skilled in creating ideas that improve production and organizational performance or result in cost or time savings for the department.
• Skilled in establishing and maintaining effective work relationships and communicating in a positive and respectful manner with Executive Director, Board members, City Officials, City staff, other government and private agency officials, and the general public.
• Skilled in dealing with the public and able to handle stressful situations.
• Skilled in managing multiple projects and deadlines.
• Skilled in organization, including attention to detail.
• Ability to demonstrate initiative and creativity in coordinating tasks and projects.
• Ability to collect and analyze information, to interpret policies and other materials, and to assist in the development of workable solutions.
• Ability to plan and coordinate administrative activities and schedules.
• Ability to manage and prioritize routine, specialized, and complex assignments and problems.
• Ability to demonstrate flexibility and cooperative attitude when faced with change.
• Ability to develop and manage an accurate record keeping system.
• Ability to be flexible and change job priorities at a moment’s notice.
• Ability to work harmoniously with a diversity of individuals both inside and outside the CRA office.
• Ability to make sound professional judgment based on department needs and cost effectiveness.

QUALIFICATIONS, TRAINING AND EXPERIENCE:

Required Qualification(s):

High school diploma or GED obtained. A progressively demonstrated skill of at least five (5) years’ experience and aptitude for performing responsible clerical/administrative work. Must be proficient in Microsoft Office computer programs. Requires a valid driver license.

Preferred/Desirable Qualification(s):

Associate Degree in Business Administration, General Studies or related field. Prior governmental experience. Ability to obtain a Notary Public may be required.

An equivalent combination of education, training and experience may be substituted for the minimum requirements.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee successfully to perform the essential functions of this job. The work environment characteristics are those an employee encounters while performing the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential job functions.

Physical Demands:

Requires the ability to coordinate hands and eyes using modern office equipment and must have moderate levels of eye/hand/foot coordination. Requires use of hand/fingers to handle, feel, and operate objects, tools, or controls such as keyboard; and reach with hands and arms. Specific vision abilities require close vision and ability to adjust focus. Must be able to lift and/or move up to twenty-five (25) pounds. Physical demands are in excess of sedentary work; requires prolonged periods of standing. Occasionally required to stand, walk, stoop, kneel, and crouch.

Work Environment:

This is generally an office-based position but requires attending evening meetings or assisting at community special events. The noise level is usually quiet to moderate. Occasionally exposed to outdoor weather. Requires occasional travel representing the CRA at meetings, in various professional associations or for training and career development.

Hours Worked:

Monday through Friday 8:00 am to 5:00 pm in the office unless duties require you to be away from assigned workstation. The Executive Director reserves the right to modify the work schedule to better serve the department.

Pay: From $34,044.88 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person