Provide advanced administrative support for the Office of Economic Development and Tourism; facilitates communication between staff members and the City Manager’s Office, other City departments, intergovernmental contacts, prospects, and others; provide skilled clerical work in preparing departmental documentation and correspondence with other departments, businesses, agencies, media, and the public; handle payroll and personnel records; coordinate and schedule meetings; manage staff calendars; maintain the departmental subject files; and ensure timely renewal of the department’s licenses, subscriptions, fees, and agreements. The position is differentiated from the Secretary by the performance of more complex clerical duties, the provision of support directly to the director, and/or the independence of action and responsibility for one or more administrative processes of the department. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time. 

• Provides advanced administrative support for the Office of Economic Development and Tourism by serving as the front-line customer service representative. 
• Greets and assists customers and visitors; screens and directs calls; maintains and organizes office filing system; edits all correspondences; maintains inventory and orders supplies as needed; distributes and/or files correspondences; identifies confidential information and manages it according to departmental policy; generates and distributes a weekly report; performs other routine administrative duties as required.
• Manages departmental calendars, with special focus on the Director’s; schedules meetings and keeps staff updated with any changes; tracks due dates and sends reminders about tasks delegated to staff;
• Utilizes word-processing, worksheet analysis and desktop software programs to prepare various reports, letters, and correspondence; assumes responsibility for correct spelling, punctuation, and format; copies and faxes materials and documents; communicates professionally and appropriately with all City staff, Elected Officials, intergovernmental contacts, prospects, and others as required. 
• Makes travel arrangements for staff as required; compiles and submits travel forms to Finance; maintains travel records. 
• Prepares personnel action forms and maintains confidential personnel information and related files; collects, reviews, and prepares payroll data and enters information into City’s payroll system as mandated by the Finance Department; processes and verifies departmental payroll.
• Monitors budget expenditures; verifies accuracy of invoices and codes with proper account codes for submission to director for approval; assists with verifying purchases applied to the office’s city-issued credit cards and assigns proper accounting expense codes; maintains file of paid invoices, purchase orders and other financial records; performs accounting and/or bookkeeping duties associated with office operations; assists with budget preparations, if requested.
• Performs research and completes special projects as assigned.

 
 
ADDITIONAL DUTIES

• Coordinates communication with the Director on issues that need immediate attention when Director is out of the office or on official leave. 
• Attends meetings and training sessions as required.
• Performs additional duties to support operational requirements as assigned.

Education and Experience
Associate degree, or equivalent from a college, vocational, business or technical school, and at least three to five years of experience.
 
An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.
 
Certifications/Licenses
Valid driver’s license and acceptable driving record according to City criteria.
 
Job Knowledge
Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading
Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents. 
 
Writing
Advanced: Ability to write editorials, journals, speeches, manuals, or critiques.

Math
Intermediate - Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skills
Decisions regarding interpretation of policies may be made. Contact may involve stressful, negative interactions requiring high levels of tact, and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.
 
Independence and Decision-Making
Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.
 
Technical Skills 
Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.

Fiscal Responsibilities
No budgetary/fiscal responsibility.
 
SUPERVISORY RESPONSIBLITIES
No responsibility for the direction or supervision of others.PHYSICAL DEMANDS 

• Sedentary physical effort, exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.
• Constant sitting, reaching, handling, fine dexterity; adequate vision, hearing, talking to use computer, telephone and communicate effectively with others.
• Occasional standing, walking, crouching, twisting.
• Rare lifting, carrying, pushing/pulling, kneeling, bending, climbing, balancing.

 

NON-PHYSICAL DEMANDS 

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and predictable attendance is expected.
• Frequently experiences time pressure, emergency situations, frequent change of tasks, performing multiple tasks simultaneously, working closely with others as part of a team, tedious or exacting work, noisy/distracting environment.
• May rarely experience irregular work schedule/overtime. 

 
MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

WORK ENVIRONMENT
This work is performed in an office environment where there may be rare exposure to communicable diseases. The employee must wear appropriate protective equipment as apparent and assigned, if any.