Engagement Assistant

Reports to:

Director – Planning & Development

Department:
Planning & Development

Status:
Grant Funded

Schedule:

Negotiable

Rate of Pay:
Negotiable

Notes:
Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all-inclusive. The employee may be assigned other duties that are not specifically included.

Internal Contracts:
All City Departments and Department Heads

External Contracts:
General Public; U.S. Department of Agriculture (USDA), Auburn University, Selma Housing Authority, Selma Community Housing Development Organization (SCHDO), U.S. Department of Housing and Urban Development (HUD), Neighborhood Assistance Corporation of America (NACA), Community Development Block Grant (CDBG) Grant Writers;
Various State Agencies;
Legislative Contacts;
Other Counties and Municipalities;
City of Selma Officials;
Funding Sources;
Financial Institutions;
Chamber of Commerce;
Utilities Companies;
Schools and Local Businesses;
Alabama Department of Economic and Community Affairs (ADECA);
Local Clubs and Organizations;
Various Federal Agencies;
Alabama Department of Revenue (ADOR);
Media Sources;
Alabama Emergency Management Agency (AEMA)

Under the direction of the Director – Planning and Development, the employee provides as array of duties to include to providing support to business and non-profit entities, assisting with the coordination and implementation of programs, initiatives, and events. You will work closely with project managers, government agencies, contractors, and community stakeholders to ensure efficient and effective operation of development, engagement, and special events efforts.

The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the Americans with Disabilities Act (ADA) must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation.

• Provide support to the planning team, including answering phones, responding to emails, scheduling meetings, reviewing applications, and maintaining calendars.
• Draft and proofread correspondence, memos, and other written materials on behalf of the planning team, ensuring accuracy and professionalism in all communications.
• Assist with the coordination of meetings, workshops, and community outreach and educational events related to development and community efforts, including scheduling, logistics, and preparation of materials.

• Assist with the organization, filing, and tracking of documents related to projects, including special events applications, permits, media and press releases, contracts, invoices, and correspondence.
• Input data into databases and spreadsheets, generate reports, and assist with the preparation of documentation for applications, progress reports, and compliance reporting.
• Ensure compliance with federal, state, and local regulations governing programs, projects, and events.
• Assist with procurement activities, including soliciting bids and quotes, processing purchase orders, and tracking deliveries of goods and services related to programs, projects, and events.
• Maintain accurate records of activities, including work progress, expenditures, and compliance documentation, and prepare regular reports for submission to partners, Director, and other stakeholders.
• Document progress in detailed reports, including photographs, press and media, presentations, meeting minutes, and maintain accurate records of housing, construction, development activities.
• Prepare proposals for potential developers, funders, government agencies, and other stakeholders, documenting activities, goals, and outcomes in accordance with reporting requirements.

• Maintain contact lists, databases, and communication channels for stakeholders involved in programs,…