What are the responsibilities and job description for the Office Assistant- HRA/EDA (32 hours/week) position at Swift County?
JOB
Performs skilled administrative support work within the Swift County Development department, including Housing Redevelopment Authority (HRA) and Economic Development Authority (EDA). Work is performed under the limited supervision of the Development Director.To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EXAMPLE OF DUTIES
A. Administrative and Customer Service Support A.1. Provide front desk coverage, including answering phones, greeting walk-in customers, responding to routine inquiries, and referring detailed or policy-related questions to the Director or appropriate program staff. A.2. Opens, sorts, and distributes mail for all staff and prepares outgoing mail. A.3. Enter and maintain data in designated computer programs and tracking systems. A.4. Prepare meeting agendas and draft minutes for review by the Director. A.5. Provide clerical assistance during public meetings and trainings, including preparing materials and supporting logistical needs. A.6. Scans and files paperwork for document imaging. A.7. Creates and maintains forms and copies original forms and documents for clients. B. Financial and Accounting Support B.1. Assist with clerical accounting tasks, including data entry, scanning, filing, organizing receipts, and maintaining accurate financial records.B.2. Prepare monthly bank reconciliations for review and approval by the Director. B.3. Provide clerical support for financial processes, including invoice preparation, data entry, organizing supporting documentation, and assembling materials for review by the Director or accounting staff. B.4. Compile Revolving Loan Fund report materials using financial information provided by finance staff and the Director. C. Program and Grant Administrative Support C.1. Provide clerical support for grant programs, including receiving and tracking applications, preparing summary materials for Board packets, drafting correspondence for Director review, maintaining organized program files, and compiling required documentation. C.2. Assist with logistical coordination for housing and economic development meetings, events, and trainings as directed. D. Communications and Promotional Support D.1. Update website content, application portals, social media, newsletters, and other promotional materials as directed by the Director. D.2. Create and update promotional and informational materials using established templates and direction from the Director. D.3. Assist with staffing booths and distributing materials at community events as assigned. Additional Functions A. Attends trainings, education, and meetings as needed. B. Performs other duties as assigned or apparent.
SUPPLEMENTAL INFORMATION
A. Thorough knowledge of organization and department policies, practices, procedures, departmental legal guidelines, recommendations, and best practices. B. Knowledge of office terminology, procedures, and equipment and of business English, spelling, and arithmetic. C. Comprehensive knowledge and skill operating standard office computer equipment and applicable hardware and software. D. Ability to deal with angry and loud customers. E. Ability to de-escalate difficult situations. F. Excellent communication skills, both oral and written, and interpersonal skills as applied to interactions with staff, clients, and the general public. G. Ability to establish and maintain effective working relationships with others. H. Ability to maintain confidentiality and handle sensitive information appropriately. I. Ability to interact professionally with tenants, businesses, and members of the public from diverse backgrounds. J. Strong organizational skills and attention to detail.
Performs skilled administrative support work within the Swift County Development department, including Housing Redevelopment Authority (HRA) and Economic Development Authority (EDA). Work is performed under the limited supervision of the Development Director.To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EXAMPLE OF DUTIES
A. Administrative and Customer Service Support A.1. Provide front desk coverage, including answering phones, greeting walk-in customers, responding to routine inquiries, and referring detailed or policy-related questions to the Director or appropriate program staff. A.2. Opens, sorts, and distributes mail for all staff and prepares outgoing mail. A.3. Enter and maintain data in designated computer programs and tracking systems. A.4. Prepare meeting agendas and draft minutes for review by the Director. A.5. Provide clerical assistance during public meetings and trainings, including preparing materials and supporting logistical needs. A.6. Scans and files paperwork for document imaging. A.7. Creates and maintains forms and copies original forms and documents for clients. B. Financial and Accounting Support B.1. Assist with clerical accounting tasks, including data entry, scanning, filing, organizing receipts, and maintaining accurate financial records.B.2. Prepare monthly bank reconciliations for review and approval by the Director. B.3. Provide clerical support for financial processes, including invoice preparation, data entry, organizing supporting documentation, and assembling materials for review by the Director or accounting staff. B.4. Compile Revolving Loan Fund report materials using financial information provided by finance staff and the Director. C. Program and Grant Administrative Support C.1. Provide clerical support for grant programs, including receiving and tracking applications, preparing summary materials for Board packets, drafting correspondence for Director review, maintaining organized program files, and compiling required documentation. C.2. Assist with logistical coordination for housing and economic development meetings, events, and trainings as directed. D. Communications and Promotional Support D.1. Update website content, application portals, social media, newsletters, and other promotional materials as directed by the Director. D.2. Create and update promotional and informational materials using established templates and direction from the Director. D.3. Assist with staffing booths and distributing materials at community events as assigned. Additional Functions A. Attends trainings, education, and meetings as needed. B. Performs other duties as assigned or apparent.
SUPPLEMENTAL INFORMATION
A. Thorough knowledge of organization and department policies, practices, procedures, departmental legal guidelines, recommendations, and best practices. B. Knowledge of office terminology, procedures, and equipment and of business English, spelling, and arithmetic. C. Comprehensive knowledge and skill operating standard office computer equipment and applicable hardware and software. D. Ability to deal with angry and loud customers. E. Ability to de-escalate difficult situations. F. Excellent communication skills, both oral and written, and interpersonal skills as applied to interactions with staff, clients, and the general public. G. Ability to establish and maintain effective working relationships with others. H. Ability to maintain confidentiality and handle sensitive information appropriately. I. Ability to interact professionally with tenants, businesses, and members of the public from diverse backgrounds. J. Strong organizational skills and attention to detail.