Program Assistant - Housing and Neighborhood Development - Grant Funded

JOB
Under general supervision, performs a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a City department, division, or program area; assumes on-going programmatic responsibilities specific to area of assignment; researches and recommends new service delivery methods, policies, and procedures; coordinates assigned programs, projects, and services with other City departments, divisions, and outside agencies; and provides specialized departmental or program information and assistance to City staff and the general public.

EXAMPLE OF DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.Perform a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a City department, division, or program; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned.Serve as primary contact and liaison for assigned functions and programs with other City staff, the general public, and outside agencies and organizations; screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; assist the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; research information related to City regulations and departmental policies; explain, justify, and defend programs, policies, and activities.Conduct a variety of studies and research for assigned area; collect, compile, and review information from various sources on a variety of specialized topics related to program area of assignment; participate in the preparation of reports that present data, identify alternatives, and make and justify recommendations.Perform a variety of special projects and assignments in assigned area including the implementation and coordination of assigned program and project components; assist with the development of policies and procedures; implement and monitor program activities.Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information.Assist in coordinating and monitoring the assigned budget and contracts; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts; process progress payments and monitor contractual expensesProcess invoices, contracts, work orders, change orders, purchase order numbers, check requests, and requisitions for assigned area; coordinate the resolution of contract and invoice issues with accounts payable and contracts functions; ensure vendor invoices and change order files are accurate and up-to-date including having correct account codes and appropriate approvals; ensure new vendors have completed required new vendor information form.Type and proofread a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, Requests for Proposals, agenda items, statistical charts, and other documents and material; type from rough draft, verbal instruction, or transcribing machine; independently compose documents related to assigned area of responsibility.Maintain calendar of activities, meetings, and various events for assigned projects, programs, and staff; coordinate activities with other City departments, the public and outside agencies.Arrange and coordinate meetings, workshops, and training sessions for various groups and committees; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.Establish and maintain various filing systems, schedules and records; file correspondence, reports, bulletins and cards; log reports, applications, and/or telephone calls; maintain records related to specific area of assignment.Perform a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files; verify, balance, and adjust accounting records.Recommend improvements in work flow, procedure and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required.Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order.Operate a variety of office equipment including copiers, facsimile machine and computer; utilize various computer applications and software packages; enter data, maintain and generate reports from a database or network system; input, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; organize and maintain disk storage and filing.As assigned, arrange and coordinate meetings; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.May lead, oversee, and review the work of lower level clerical staff; review work for accuracy and completeness.Perform related duties as required.

SUPPLEMENTAL INFORMATION
PHYSICAL DEMANDS AND WORKING ENVIRONMENTThe conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.Environment: Work is performed primarily in a standard office.Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.