Administrative Assistant

Performs a combination of administrative support, event coordination, and economic development tasks to support the operations of the Downtown Development Department. This is a part‑time position structured for 20 hours per week.

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• An employee in this class performs varied administrative and programmatic support work for the Downtown Development office. Work is divided evenly between providing administrative support to the department staff (50%) and assisting with event logistics, business recruitment, and retention strategies (50%). The employee must exercise tact, courtesy, discretion, and effective communication in dealing with downtown business owners, property owners, vendors, volunteers, and the general public.
  
  Work is performed under the general supervision of the Downtown Development Director and is evaluated through observation, feedback from supported staff, and quality of work products.

• Provides direct administrative and clerical support to the Downtown Development Director, the Marketing & Events Manager, and the Business & Property Specialist.
• Serves as the initial point of contact for the Downtown Development office; greets visitors, answers telephone inquiries, and directs stakeholders to appropriate resources.
• Assists with meeting preparations, including drafting agendas, assembling information packets, and taking minutes for various downtown committees and boards.
• Maintains and updates departmental databases, contact lists, and property inventories.
• Assists with processing invoices, tracking departmental expenditures, and preparing routine financial or administrative reports.
• Drafts, proofreads, and formats correspondence, memos, and presentations.

• Assists the Marketing & Events Manager with the logistics, physical setup, vendor coordination, and execution of downtown events, festivals, and promotional campaigns.
• Collaborates with the Business & Property Specialist to research, compile, and distribute business recruitment packages and available property portfolios.
• Assists the Director and departmental team in formulating, tracking, and implementing strategies for the downtown Business Retention and Expansion (BRE) program.
• Conducts grassroots outreach to downtown merchants and property owners to gather feedback, distribute information, and foster strong relationships.
• Assists with drafting content for social media, newsletters, and the downtown website to promote economic vitality and community engagement.

• Working knowledge of modern office practices, procedures, and standard computer software (e.g., Microsoft Office Suite).
• General knowledge of event planning logistics, marketing principles, and community outreach.
• Basic understanding of municipal economic development, downtown revitalization, or business retention principles.
• Strong organizational skills and the ability to manage multiple competing priorities.
• Ability to communicate effectively in oral and written forms, and follow organizational policies/procedures, including finance, human resources, information technology, etc.
• Ability to establish and maintain effective working relationships with city officials, business owners, event vendors, volunteers, and the general public.
• Ability to exercise independent judgment and initiative in completing assigned tasks, and responding to inquiries regarding downtown programming, services, amenities, resources, and policies.
• Demonstrable data entry skills with tools like Google Sheets, Microsoft Forms/Surveys, Customer Relationship Management (CRM), and inventory tools like Maestro
• General AI use skills like Gemini or Chat GPT a plus.

• Graduation from high school supplemented by college-level coursework in business administration, public administration, marketing, communications, or a…